What's changing with Fredonia's Google Workspace accounts?

Due to storage policy changes imposed by Google, Fredonia’s Google Workspace (Gmail, Google Drive, etc.) accounts will no longer offer unlimited storage beginning January 1, 2023. To comply with the reduced storage quota, the university must implement the following changes:

Although storage limits and available services are being adjusted, the university will continue to support the FREDMail service.

NOTE: This change and the new quotas impact all Google Workspace applications (Gmail, Drive, Shared Drive, Sites, Photos, etc.).

Why is Fredonia making these changes?

Over the past several years, there have been unpreceded changes across higher education that range from extreme financial challenges due to low enrollment, increased regulatory mandates, and an increase in the number of security threats (e.g. phishing attacks) that have required us to make difficult decisions to ensure the University is able to continue to provide a safe, secure, and user-friendly computing environment for the entire campus community.

What are the approximate cost savings for the University that are associated with these changes?

The cost savings associated with these changes are well over an estimated million dollars annually. These estimated savings include Google licensing, Duo Multi-factor Authentication licensing to protect all Fredonia accounts as required by the campus Cyber insurance as well as regulatory requirements, and IT support staff needed for these mission-critical services.

In order to provide close to the same level of data storage to all 22K+ current Fredonia Google Workspace users and protect those accounts adequately, it would cost the University approximately (est. $1,056,000 Google licensing + $75,000 Duo MFA licensing) $1,131,000 annually.

How did the University prioritize these cost savings relative to other expenditures at SUNY Fredonia?

The SUNY Fredonia Information Technology Advisory Board (ITAB), the Chief Information Officer, and the President’s Cabinet work together to review technology expenditure costs, options, and the impact of changes to provide a safe, secure, and user-friendly computing environment in a fiscally responsible manner.

How are Alumni impacted by this Google storage change?

Fredonia greatly values and appreciates our Alumni community however, due to recent changes imposed by Google, effective July 1, 2022, the campus will no longer offer SUNY Fredonia Alumni fredonia.edu Gmail accounts or access to other Google Workspace apps. All current Alumni will need to transfer or move their files from their Fredonia Google Workspace Apps (e.g FREDmail, Drive, etc.) to their personal apps before the July 1, 2022 deadline. 

Changes effective July 1, 2022, include the following:


On January 1, 2023, Information Technology Services (ITS) will begin implementing storage quotas, deleting over-quota data, and deactivating inactive accounts for all Fredonia Google Workspace users. ITS will communicate regularly with Fredonia Google Workspace users regarding these changes.

What actions are required by users?

Each Google Workspace user must review their Fredonia Google Workspace storage before January 1, 2023, and, if necessary:

Beginning January 1, 2023, we will implement storage limits on all users in our organization. Users who are over quota on January 1, 2023, will no longer be able to send or receive email through their FREDMail account until their storage is reduced to below the allotted quota.

NOTE: Please do not print documents and store them as an alternative solution.

What alternative storage services does the University offer?

Microsoft OneDrive is Microsoft’s cloud storage service part of the Office365 suite available to all faculty, staff, emeritus, and students. This cloud storage solution should only be used to store business-related data (no personal data) and is comparable to Google Drive. Only Category I - Public or Category II - Private University data should be used with this solution. OneDrive provides the ability to store your documents in the cloud so that they can be securely accessed from anywhere via the Internet. On University-owned desktops and laptops,  OneDrive functions as if it were a local drive for ease of use. It also provides the ability to share documents similar to the way Google Drive allows you to share documents. With OneDrive users have a 1 terabyte (TB) quota limit.

NOTE: If campus users need additional storage space above and beyond the 1TB quota, ITS can increase individual quotas up to 5 TB if users can demonstrate a valid business need for the additional storage. To request additional storage in OneDrive, please submit a tracker ticket by sending an email to tracker@fredonia.edu.

ITS will be offering OneDrive training sessions to the campus community beginning in May 2022. Stay tuned!

More Information:

How do I get assistance?

What actions do users need to take?

Each Google Workspace user must review their Fredonia Google Workspace storage before January 1, 2023, and, if necessary:

For current faculty, staff, students, and Emeritus:

For Visitors and Student Association Organizations:


FREDmail Quota

Enabled Services

Inactive Account Status

Current Students


All Google Workspace for Education services


Current Faculty/Staff


All Google Workspace for Education services


Current Associates


All Google Workspace for Education services




All Google Workspace for Education services




All Google Workspace for Education services


Visitors / SA Organzations


All Google Workspace for Education services

Accounts inactive for > 12mo. will be suspended

Can exceptions be made for individuals that are not able to meet the new quota limitations?

In order to address this change imposed by Google, the University recently purchased a subscription to Google Education Plus that permitted the campus the ability to provide the above-noted quotas. If a user has storage needs that exceed the limitations noted in this document, please send an email to Tracker@fredonia.edu so that ITS can discuss appropriate options.

It is important to note that as of March 29, 2022, out of the over 22,000 current Fredonia Google workspace users 8.1% are currently using more than 15GB of Google storage.

What is the current cost of the campus Google Workspace and Duo MFA licensing?

Fredonia is currently working to decrease the 22,000 Google Workspace accounts to approximately 10,000 by July 1, 2022. These accounts include students, faculty, staff, alumni, emeritus, affiliates, and departmental accounts. 

Using 10,000 Fredonia Google Workspace accounts the costs include the following:

Since the campus is required by regulatory compliance and our cyber liability insurance to protect all email accounts with MFA moving forward, the total annual spend to maintain approximately 10,000 Google Workspace accounts is $86,600

Do I Have Any Legal Obligations for Managing Data in My FREDmail Account?

For Faculty, Staff, and Emeritus:   

For Students, Former Students, and Alumni: 

As an Employee, what are my Obligations When Reducing Files and Emails Stored in my FREDmail Business Account?

Reducing the FREDmail account storage of Fredonia staff and faculty may require deleting or managing records and emails that are official university records. Please consult with the University Records Management Office for advice before deleting.  

You may dispose of all records and emails not conducting university business up to the present day, including:  

Am I Allowed to Store Official University Data in my Personal Account?  

No. All university records must be stored in approved, university-managed accounts and storage locations. Do not use your personal FREDmail account (nor any other personal account) to conduct university business.    

Reach out to the Records Management Office for further guidance. 

How do I Check My FREDmail Usage?

You can review the storage used by your Gmail and Drive content at https://drive.google.com/settings/storage.

Viewing FREDmail vs. Personal Account Storage

If you are already logged in to Google with a personal account, you may be shown your personal account storage allocation and usage instead.

You will have to sign in with your FREDmail account to view the storage for your FREDmail account.

Follow Google’s instructions for signing in to multiple accounts at once.


What does the University offer in terms of alternative storage solutions for the employees, Emeritus, and students?

For Students, Faculty, and Staff:

Alumni and Former Students:

How do I Export Files from Google Drive?

You may download data stored in your FREDmail account (Including Drive) via Google Takeout.

Instructions for using Google Takeout are available at: https://support.google.com/accounts/answer/3024190

You could also download individual or multiple folders or files directly from Drive by right-clicking on the selected content and selecting Download from the context menu.

After you download your content, you can move your files to OneDrive by selecting all the folders or files that you want to move to OneDrive and uploading them to OneDrive. For instructions on how to use OneDrive go to https://fredonia-edu.atlassian.net/l/c/8Sumy7PQ .

How do I Export Gmail Contacts?

If you wish to export your Gmail contacts to re-import them elsewhere, you can view instructions for doing so at: https://support.google.com/contacts/answer/7199294

How do I Export messages from Gmail?

You may download data stored in your FREDmail account (Including Gmail) via Google Takeout

Instructions for using Google Takeout are available at: https://support.google.com/accounts/answer/3024190

You can save your Gmail exported mbox format file to your U: drive and access it using the mboxview.exe free application. https://fredonia-edu.atlassian.net/l/c/LJFHt4Hb

Email Forwarding Rules: