Google Workspace for Education storage policy changes

3. Communicate policy changes to your users

To help manage communication about the upcoming updates to the Google Workspace for Education storage policy, we're offering the email templates below for guidance. You can customize them before sending them to your institution or school district.

Email templates for messaging

To send to IT staff and leadership

Subject: [Please read] Updates to our Google Workspace for Education storage policy

Hi team,

Google recently announced updates to the Google Workspace for Education (formerly G Suite for Education) storage policy, which will take effect in July 2022.

I wanted to reach out to help you understand the new storage policy, what our options are, and any potential next steps that we might want to take.

What’s changing?
Google has traditionally offered unlimited storage to schools and universities, including ours, for free. However, quoting from their blog post, “as [Google has] grown to serve more customers, storage consumption has also rapidly accelerated. Storage is not being consumed equitably across—or within—institutions, and administrators don't have the tools to manage this. To support schools into the future and ensure fair distribution of this valuable resource, [Google] will be implementing a new storage model and helping administrators distribute storage as needed.”

This new storage policy will be enforced starting in July 2022. This gives us time to plan and prepare.

Storage policy details
The new storage model will provide our domain with a baseline of 100 TB of pooled cloud storage shared across all our users. This storage should be enough for over 100 million documents, 8 million presentations, or 400,000 hours of video.

[Remove if not applicable] Google is also offering additional free storage to support larger institutions. Later this year, customers with more than 20,000 enrolled students, faculty, staff, or active users on Google Workspace for Education will be able to request an increase in pooled storage. We’ll know more later this year and will be in touch.

[Remove if not applicable] Additionally, since we’re already G Suite Enterprise for Education customers, we get an additional 100 GB of pooled storage per Enterprise employee license that we’ve purchased. If we feel we need additional storage, we may want to purchase additional licenses of G Suite Enterprise for Education.

If needed, we will have the option to purchase new Google Workspace for Education editions, which include increased storage.

All in all, our team will have over a year to prepare for the new storage policy. Google will provide us with additional administrator tools to allocate storage, identify and mitigate unwanted scenarios, and determine what options are best to allocate our storage appropriately.

What should we do next?
Again, the new storage policy won’t be implemented until July 2022. We’ll get more updates as the year progresses, but we can start reviewing these Help Center articles to learn how to:

  • Calculate our current storage allocation
  • Evaluate our domain’s user and shared drive storage metrics
  • Determine actionable steps to plan a successful rollout to our organization

If you have any questions, please let me know.

Thank you,
[NAME]

For the organization (students, teachers & staff)

Subject: Changes to your Google Workspace account storage limits

Hi,

Google recently announced that new storage limits for Google Workspace for Education (formerly known as G Suite for Education) will take effect in July 2022. Currently, you have unlimited storage for Google Drive, Gmail, and Google Photos. In order to prepare, we need you to review your current storage usage and delete any unnecessary files in Drive, Gmail, and Photos.

Please complete the following steps:

  1. To confirm how much storage you’re using, go to https://drive.google.com/settings/storage.
  2. To review and delete large or unnecessary files in Drive, go to https://drive.google.com/drive/quota.
  3. To review and delete large or unnecessary files in shared drives, go to https://drive.google.com/drive/shared-drives.
  4. Consider deleting Drive content that you may have copied to a shared drive. If a file resides in 2 locations, it may be consuming twice the storage space.
  5. To search for and delete unnecessary or large emails, go to Manage files in your Google Drive storage and follow the instructions for Gmail.

[Remove if not applicable] Please review our institution's Acceptable Use Policy [Link to your institution's Acceptable Use Policy] and make sure you're using data in accordance with our policies.

These steps will be voluntary through 2021. Beginning in 2022, we will implement storage limits on all users in our organization. Please complete the steps above as soon as possible.

We’ll share more information, including your specific storage limit, later this year.

Thank you,

Your friendly IT team
To notify high-storage users

[Note for admins] You can customize this email by including how much storage each person is using. You can find this information by following these steps.

Subject: Important: Please reduce your overall storage usage

Hi,

Your account has been identified as consuming a large amount of Google storage.

Google recently announced that new storage limits for Google Workspace for Education (formerly known as G Suite for Education) will take effect in July 2022. Currently, you have unlimited storage for Google Drive, Gmail, and Google Photos. In order to prepare, we need you to review your current storage usage and delete any unnecessary files in Drive, Gmail, and Photos.

You are one of the largest users of our storage in our institution, so we wanted to check in with you to understand more about your storage needs. 

Please complete the following steps:

  1. To confirm how much storage you’re using, go to https://drive.google.com/settings/storage.
  2. To review and delete large or unnecessary files in Drive, go to https://drive.google.com/drive/quota.
  3. To review and delete large or unnecessary files in shared drives, go to https://drive.google.com/drive/shared-drives.
  4. Consider deleting Drive content that you may have copied to a shared drive. If a file resides in 2 locations, it may be consuming twice the storage space.
  5. To search for and delete unnecessary or large emails, go to Manage files in your Google Drive storage and follow instructions for Gmail.
  6. And finally, if you have larger storage needs due to projects, data sets, film production, etc. please reach out to us so we can explore other Google Cloud storage options.

[Remove if not applicable] Please review our institution's Acceptable Use Policy [Link to your Acceptable Use Policy] and make sure you're storing data in accordance with our policies.

These steps will be voluntary through 2021. In 2022, we will implement storage limits on all users in our organization. Please complete the steps above as soon as possible.

We’ll share more information, including your specific storage limit, later this year.

Thank you,

Your friendly IT team

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