Google Workspace - Managing Your Storage

Overview

The best way to manage your Google storage is to approach it methodically by assessing what files are taking up the most space in your storage, what files are no longer being used, what files are duplicates of other documents, and regularly deleting files that are no longer needed.

Assessing your My Drive storage use

Find the largest (and smallest) files stored in your Google My Drive.

1. Log into https://drive.google.tamu.edu using your TAMU NetID account. You will have a Texas A&M logo next to your user icon when logged into your TAMU account. If the TAMU logo is not present, click on your user icon and select your TAMU account, or select Add Account to add your TAMU account.
   
   
    
2. Click Storage on the left hand menu. You will see your files in descending order of file size.
   
   
    
3. Click Storage used to reverse the sort order.
   

Sort files by type

Use advanced search options to identify space-consuming file types like MP4, .MOV, or .WAV files.

1. Log into https://drive.google.tamu.edu using your TAMU NetID account. You will have a Texas A&M logo next to your user icon when logged into your TAMU account. If the TAMU logo is not present, click on your user icon and select your TAMU account, or select Add Account to add your TAMU account.
2. Click the advanced search options icon to the right of the search field at the top of the page.
   
   
    
3. Select Video or Audio from the Type drop down menu.
4. Select Owned by me from the Owner drop down menu.
5. Click Search.
   

Find unused files

Use the advanced search options to find files that haven’t been accessed or modified for a long time. They may be outdated or no longer needed.

1. Click the advanced search options icon to the right of the search field at the top of the page.
2. Select Owned by me from the Owner drop down menu
3. Select one of the options from the Date modified drop down menu. For example, to view files that have not been modified since February 1, 2022:
   1. Select Custom from the Date modified drop down menu.
   2. Click on the Before Date field and select a date (2022-02-01).
   3. Click Search.
      

Find duplicate files and draft files

Check for duplicate files or multiple versions of drafts as they may be needlessly taking up storage space.

1. Click List view in the upper right corner. This will make it easier to scan for duplicates or multiple copes.
2. Type Copy of in the search box and click enter to find files that are copies of other files and may be duplicates.
   

Delete files you don't need

To remove a file from your Google Drive, put it in your Trash.  The file will stay in your Trash for 30 days before being automatically deleted. Google's Delete and restore files in Google Drive document has additional details.

1. Select the file you want to delete.
2. Click on the trash icon at the top of the document list or select Move to Trash from the three dots menu to the right.
   
   
    
3. Click Move to Trash.
   

When you put a file in the Trash:

• If you own the file, people with whom you’ve shared it can make a copy.
• If you don't own the file, removing the file from your Drive only removes it for you.

Emptying your trash bin

Files in Trash still count against your Google Workspace storage limits. You should empty your Trash after deleting files.

• To permanently delete individual files from Trash:
  1. Click Trash from the left hand menu.
  2. Select the files you want to permanently delete.
  3. Click the trash can icon in the top left.
  4. Click Delete forever to confirm.
• To empty your entire Trash:
  1. Click Empty trash in the top right of the Trash page
  2. Click Delete forever to confirm.

Note: If you have a significant number of items in your Trash, you should permanently delete them in smaller batches.

Assessing your Shared Drive storage use

View Shared Drive storage size

1. Log into https://drive.google.tamu.edu using your TAMU NetID account. You will have a Texas A&M logo next to your user icon when logged into your TAMU account. If the TAMU logo is not present, click on your user icon and select your TAMU account, or select Add Account to add your TAMU account.
2. Click Shared Drives in the left side menu.
   
3. Click on the Shared Drive you want to view.
4. Click the information icon (an "i" in a circle) in the upper right of the Shared Drives screen.
   
    
5. The total amount of storage used by that Shared Drive will be displayed in the information sidebar in the Drive Details section.
   

Filter files by type

1. Click the Type filter at the top of the file list.
2. Select the file type you want to display. Only one file type at a time can be filtered for.
   

Filter files by person

1. Click the People filter at the top of the file list.
2. Select the person you want to filter by. If they are not listed initially, you can search for them in the search field of the filter box.
   
    
3. Select to filter by all files, files they have created, or files shared with them. The files displayed will be those who match your filter.
   

Filter files by modified date

1. Click the Modified filter at the top of the file list.
2. Select one of the predefined time spans or enter a customer date range.
   
3. Click Apply. Files modified during that time span will be displayed.

Delete unneeded files

1. Select the file or files you want to delete.
2. Click the trashcan icon at the top to delete the files.
   
   
    
3. Click Move to trash to put the files in your trash. They will be permanently deleted after 30 days.
   

Emptying your trash bin

Files in Trash still count against your Google Workspace storage limits. You should empty your Trash after deleting files.

• To permanently delete individual files from Trash:
  1. Click Trash from the left hand menu.
  2. Select the files you want to permanently delete.
  3. Click the trash can icon in the top left.
  4. Click Delete forever to confirm.
• To empty your entire Trash:
  1. Click Empty trash in the top right of the Trash page
  2. Click Delete forever to confirm.

Note: If you have a significant number of items in your Trash, you should permanently delete them in smaller batches.

Preserving data from your TAMU Google Workspace.

If you do not want to permanently delete files from your TAMU Google Workspace, there are two options:

1. You can download a copy of your data in an archive format. Google has detailed information on this process.
2. Transfer a copy of Gmail and Drive contents to a different Google account. Instructions on transferring data from your TAMU account to another account is available on Google's help site.