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 July 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.

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 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:

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

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

More Information:

What actions do users need to take?

Each Google Workspace user must review their Fredonia Google Workspace storage before June 30, 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 Organizations


All Google Workspace for Education services

Accounts inactive for > 12mo. will be suspended

What if I need more data storage above the established quotas?

If users need additional storage or exception to the established quotas after they have reviewed the SUNY Fredonia Data Storage Services, then they should follow the below Data Storage Quota Increase Process. 

Data Storage Quota Increase Process

  1. Submit a Data Storage Quota Increase Form. In the Tracker ticket, please provide the justification for the requested additional Google storage and note that it must be for official University business (e.g. instruction, accreditation, regulatory compliance, research, etc.).

  2. ITS will review the request and then reach out to the requestor (if needed) for any further clarification.

  3. After ITS works directly with the requestor and the quota exemption is still needed, ITS will provide the requested additional storage as needed.

NOTE: Any request over 500GB will need to be approved by the direct supervisor of the employee.

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

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: How to download your Google Data

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 Using Microsoft OneDrive.

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: Google Contacts

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: How to download Google Data

You can save your Gmail exported mbox format file to your U: drive and access it using the mboxview.exe free application. Windows MBox Viewer Application

Email Forwarding Rules:

How can I get help?