Google Workspace Changes
On this page:
The University of Alberta (U of A) has been using Google Workspace for its collaboration and storage needs for more than 10 years. A collection of cloud-based tools including Google Drive (My Drive and Shared drives), Google Docs, Google Sheets, Calendar and more, Google Workspace lets you manage and access files for active collaboration.
What prompted this project?
In early 2021, Google introduced a new license and storage model, which no longer provides free, unlimited storage for higher education. The new model provides the U of A with a baseline of 2.6 petabytes of pooled storage. Currently, the university collectively uses more than double that amount within its Google Workspace environment. As a result, this project is looking at ways to reduce the university's reliance on Google Workspace as its primary data storage solution. This entails identifying better data management practices and building out a more comprehensive data storage ecosystem.
What is changing?
The university is looking at ways to best support the data storage needs of our community as we work to comply with Google’s new storage policy requirements. We are engaging and collaborating with groups from across the university community to determine what data storage requirements should remain within Google Workspace and what data should be stored within other storage options.
Project updates and contacts
This project is managed in phases, outlined below. As we move forward with this project, we will continue to post the latest updates on this page. Project deliverables, how-to documentation, FAQ’s, and more will be updated as we continue to identify our storage needs and develop more storage options.
- Phase 1: Changes to the CCID lifecycle were implemented, and these changes are expected to reduce Google data storage by 1.6 petabytes. This phase of the project was completed in January 2023.
- Phase 2: We are currently in Phase 2, which includes setting quotas on individual account storage. The quota encompasses Gmail, My Drive and Photos.
- Phase 3: Concurrent with Phase 2, Phase 3 involves optimizing data management practices by expanding and better supporting institutional and research data storage. This includes best practices on using Google Shared drives.
If you have any questions or feedback to share, or need further information, please submit your questions through this form. We also encourage you to connect with your Senior IT Partner to discuss any questions or concerns you may have.
Changes to individual accounts (My Drive, Gmail, Photos)
Quotas are being implemented on all individual U of A accounts. This quota applies to the data stored in MyDrive, Gmail and Google Photos.
The storage quotas and dates on which they come into effect are as follows:
- Undergraduate and Online Continuing Education students: 10 GB on June 15, 2024
- Non-Academic Staff: 15 GB on January 31, 2025
- Academic Staff, including researchers: 30 GB on January 31, 2025
- Graduate students: 30 GB on January 31, 2025
- Emeriti Professors: 30 GB on January 31, 2025
- Guest: 10 GB on January 31, 2025
- Non-primary CCID: 10 GB on January 31, 2025
(A non-primary CCID is a role-based account, such as department@ualberta.ca)
To reduce your storage, you can get started by following these simple steps:
Step 1: Confirm how much storage you are using in Google Drive.
Step 2: If you are nearing or above your respective quota, these steps can help you reduce your storage:
- Reduce Gmail storage by searching for and deleting emails with large attachments and old emails that are no longer needed. You can specify your search with specific criteria.
- Review your data storage in My Drive and Photos, and remove any files that are not explicitly related to your work, studies and/or research at the university (i.e. personal files such as family photos and videos, personal financial documents, etc.)
- Review and delete large files or those that are no longer needed using the storage feature to sort your files
- Delete personal photos and videos by activity, creations and categories using explore in Google Photos.
Data management practices and alternative storage options for graduate students, faculty and staff are shared
Storage quota for academic staff, non-academic staff and graduate students implemented
Frequently Asked Questions
For more information and answers to your frequently asked questions, please read this article.
How To Guides & Videos
We will continue to update this page with helpful resources and videos.
- Google My Drive vs. Shared Drive Guide (PDF)
- Google My Drive How To Guide (PDF)
- Reducing Gmail Storage How To Guide (PDF)
- Moving Folders from My Drive to Shared Drive How to Guide (PDF)
- Research Data Storage Service Information (PDF)
- Data Management and Storage Guidelines (PDF)
How to check Google storage usage
How to use Google Drive shortcuts
How to empty your trash in Google Drive
If you are looking for further information, please submit your question using our form.