Google Workspace for Education storage

2. Understand storage availability and usage

The new storage policy for Google Workspace for Education editions provides a baseline of 100 TB of pooled storage and options for increasing storage. Learn how to prepare for the change, which takes effect in July 2022.

Step 1: Calculate your storage limit

The amount of storage you can use after the new policy takes effect depends on your edition.

  • Education Fundamentals: 100 TB of pooled storage shared by your organization
  • Education Standard: 100 TB of pooled storage shared by your organization
  • Teaching and Learning Upgrade: 100 TB of pooled storage shared by your organization, plus 100 GB added to the shared pool per license
  • Education Plus: 100 TB of pooled storage shared by your organizations, plus 20 GB added to the shared pool per license. Customers continuing on legacy G Suite Enterprise for Education licenses have 100 GB added to their shared pool per paid employee license.

Note:  Institutions with greater than 20,000 active users will receive additional baseline storage of 5 GB per user for each user over 20,000. Active users are counted as the peak number of 30-day unique logins over the past 180 days. Learn how to see your 30-day unique logins. This count automatically updates twice per year, and your total storage amount is updated accordingly.

Example storage limit calculations

  • If you purchased 10,000 Google Workspace for Education Plus licenses, the storage pool is 300 TB:

    100 TB (base storage) + (10,000 licenses x 20 GB = 200 TB) = 300 TB available storage

  • If you purchased 100 Teaching and Learning Upgrade licenses, the storage pool is 110 TB:

    100 TB (base storage) + (100 licenses x 100 GB = 10 TB) = 110 TB available storage

Step 2. Learn how storage is used

Use admin storage management tools, reporting and logs to understand your storage usage:

  • Review storage in the Admin console—Get an overview of which services, users, and shared drives use the most storage (instructions in the next section).
  • Create Account reports—Determine current storage usage by user and identify outliers. You can export these reports to Google Sheets. Learn how to create account reports
  • Manage shared drives—Learn how shared drives are used in your organization and determine their storage use. Learn how to manage shared drive users and activity
  • Use BigQuery logs—Export report data to BigQuery to query and visualize your storage usage, including storage usage by service. Requires Google Workspace for Education Plus. Learn how to analyze storage logs in BigQuery

Review your total storage usage

You must be signed in as a super administrator for this task.

  1. Sign in to your Google Admin console.

    Sign in using an account with super administrator privileges (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 total storage your organization is using, and storage used by Drive, Gmail, and Photos.

Identify who uses the most storage

You can review storage usage by users in a couple ways. If you're a super administrator, you can use the Storage page:

  1. Sign in to your Google Admin console.

    Sign in using an account with super administrator privileges (does not end in @gmail.com).

  2. In the Admin console, go to Menu ""and then"" Storage.
  3. In the Users using the most storage section, you can see which users use the most storage.

If you're not a super administrator, or you want more details, such as usage by service, create an account report:

  1. Sign in to your Google Admin console.

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

  2. From the Admin console Home page, go to Reports.
  3. Click User Reportsand thenAccounts.
  4. On the report, click Download "".
  5. Under Select columns, click Currently selected columns or All columns.
  6. Click Download.
  7. Click Open in Google Sheets.
  8. Enable filters on the top row.
  9. To view the highest storage users, select the Total storage used (MB) column, click Dataand thenSort sheet [column letter] from Z to A.

Identify shared drives using the most storage

  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"" Appsand thenGoogle Workspaceand thenDrive and Docs.
  3. Click Manage shared drives.
  4. Click the Storage used column header to sort by the storage used by each shared drive.
 

Next: Free up or get more storage

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