Google Workspace for Education storage

1. Overview of Google Workspace for Education storage

In 2021, we announced a storage policy that provides schools and universities with a baseline of 100 TB of pooled storage shared across all users. That’s enough storage for approximately over 100 million documents, 8 million presentations, or 400,000 hours of video.

This policy went into effect across all Google Workspace for Education editions for customers in July 2022.

How do I know if my organization is impacted?

You can use administrator tools in your Google Admin console to understand how much storage you’re using, set storage-allocation policies, and identify accounts that use a disproportionate amount of storage.

For details and best practices, see the following FAQ, the next pages in this series, and download the Storage Guide for Admins.

Storage FAQ

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What does pooled storage mean? What counts toward pooled storage?
Pooled storage is storage shared across your users for everything in their accounts and shared drives. This includes, but is not limited to, Google Drive, Gmail, and Google Photo files. Starting May 2, 2022, new and updated Google Docs, Sheets, Slides, Forms, Drawings, and Jamboard files count toward your organization's storage quota.
To manage how your pooled storage is allocated to users, you can use your Admin console to assign different limits for different groups of users.
Note: Deleted messages and files retained by Google Vault don’t count against the user’s storage quota or your institution's total pooled storage.
When does Google implement the new storage policy?
The new storage policy takes effect for customers with any Google Workspace for Education edition in July 2022.
How much storage is included with Google Workspace for Education?
Schools and universities have a baseline of 100 TB of pooled storage shared across users and accounts. If you need more storage, see What if I need more storage?
Do I have to be a super administrator to use the storage management page?

No. To use all features in the storage management tools, you need the Storage administrator role, or have the privileges included with the Storage administrator role. If you have only some of the privileges, you might be able to use some storage management features.

How do I know how much storage my organization is using?
You can see how much storage your entire organization or a single account is using.

See the storage usage for your entire organization

Important: The total storage won't include Google Docs, Sheets, Slides, Forms, Drawings, or Jamboard files created before May 2, 2022.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. In the Admin console, go to Menu ""and then"" Storage.
  3. At the top, you can see how much Workspace storage your organization is using.

See the storage status for a single user

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. In the Admin console, go to Menu ""and then"" Directoryand thenUsers.
  3. Click a user's name to open their account page.

    At the top of the page, you can see the percentages of mail and Drive storage utilized by the user.

Can my users see how much storage they have available?

Yes. Your users can see how much space they have available by going to the Drive Storage page.

Does the storage policy apply to suspended users?

Yes, storage used by suspended users counts towards your storage pool.

What if I need more storage?

Organizations that need additional storage can remove existing content or upgrade their edition of Google Workspace for Education. Education Plus customers can also purchase Workspace Additional Storage to increase their pooled storage in 10 TB increments. For more information, see Free up or get more storage for your institution.

Can I move data from Drive to other platforms such as Google Cloud Storage?

Google Cloud offers a number of storage options to meet your needs, such as Google Cloud Storage. Google Cloud storage offers a variety of object-level storage tiers depending on how frequently you intend to access your data. It provides a cost-effective method to store and access your files. You can use open source tools like Rclone or other third-party tools to migrate data to Google Cloud Storage. For more details, contact your Google Cloud Sales representative or contact sales.

What happens if a user or domain exceeds their storage limit?

If an individual user exceeds their storage limit, there will be an immediate service impact.

If a domain exceeds its storage limit by 25% or for 14 days (whichever comes first), the following services will be impacted:

  • They can’t upload new files or images to Google Drive.
  • They can’t create files in collaborative content creation apps, such as Google Docs, Sheets, Slides, Drawings, Forms, and Jamboard. Until they reduce storage usage, nobody can edit or copy their affected files or submit forms owned by the user.
  • They can't back up any photos or videos to Google Photos.
  • They can’t record new meetings in Google Meet.
  • They can still sign in to and access their Google Workspace for Education account, view and download their files, and send and receive emails.

In Google Classroom, if a teacher's storage is full: 

  • Teachers can’t create assignments with new files that they haven't yet uploaded or created.
  • Teachers can't export grades to Google Sheets.
  • Students can't submit assignments with file attachments.
  • If a student's storage is full, the student can't access files in Assignments that prompt the student to make a copy.

Note: Users with Google Workspace licenses other than Education can’t send and receive emails when they exceed their storage limit.

 

Next: Understand storage availability and usage

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