SUNY Fredonia eService Data Storage Quotas Guide
This article provides an overview of data storage quotas across SUNY Fredonia’s supported eServices platforms, including Outlook, OneDrive, Google Drive, U: Drive, and M: Drive. Whether you're a student, faculty member, staff, or part of a department, this guide will help you understand your available storage, avoid quota limits, and ensure your data remains secure and recoverable.
When will the Microsoft and Google quotas go into effect?
The Microsoft and Google quotas go into effect on June 1, 2026, so please prepare accordingly and reach out for assistance if needed!
Why is SUNY Fredonia implementing data storage quotas?
SUNY Fredonia is implementing data storage quotas to promote responsible data stewardship, ensure a user-friendly experience, and support long-term financial sustainability.
What are my eServices data storage quotas and how to manage them?
Service | Description | User Type & Quotas | How to Check Quota (End Users) | Tips to Reduce Usage (End Users) | Backup & Recovery (End Users) |
Outlook (FREDmail) | Email platform for university communications, integrated with Microsoft 365. | Faculty/Staff: 25 GB
Emeritus: 25 GB
Students, Alumni, Affiliate, Visitors: 5 GB
Shared Mailboxes: 25 GB (max 50 GB) | Desktop App: Right-click status bar → enable Quota Information
Web: Go to Settings → Account → Storage | Use Mailbox Cleanup Tool Empty Deleted Items & Junk folders Archive old emails Save & remove attachments | Recover deleted mail via Deleted Items and Recover Deleted Items (limited retention)
Files in Trash retained for 30 days Restore (Unless users change any rules in their account) |
OneDrive (FREDdrive) | Cloud file storage for work and academic content, part of Microsoft 365. | Faculty/Staff, Emeritus: 25 GB
Students, Alumni: 15 GB Affiliate & Visitors: 5 GB | Desktop App: Click gear icon → Preferences → Account
Web: Click Storage in lower-left corner | Delete large or unused files Empty Recycle Bin Avoid duplicate backups | Use Recycle Bin (files retained for 30 days) Restore via Version History Files in Trash retained for 30 days Restore |
Google Drive | Web-based cloud storage provided via Google Workspace for Education. Note: Only for legitimate business purposes (e.g. instruction, etc.) | All users: 5 GB | Web: Click gear icon → Settings → Storage Use Storage View | Use Storage View for cleanup Empty Trash Remove old backups and duplicates | Files in Trash retained for 30 days Restore versions via Drive file history |
U: Drive | Personal network drive mapped on university workstations; stored on campus servers. | Students: 25 GB
Faculty/Staff:50 GB | Right-click U: Drive → Properties | Delete outdated files Avoid personal media or backups Submit Tracker request only if needed | Backed up twice daily File recovery via Help Desk ticket Note: ITS retains backups for 30 days only |
M: Drive | Shared network storage for departments; access managed via Fred shares with approval. | Department-based Quota expandable up to 750 GB with valid business justification Fred share creation requires Department Head approval via Tracker ticket | Right-click M: Drive → Properties | Delete obsolete or duplicate files Coordinate Fred share access Submit expansion requests with justification | Backed up twice daily Recovery via Help Desk or Tracker ticket Note: ITS retains backups for 30 days only |
How can I request an increase in my data storage quotas?
Please submit a Data Storage Increase Request Form if you require a higher data storage quota for OneDrive, Google Drive, or UDrive. Please provide the justification for the requested additional storage and note that it must be for official University business (e.g. instruction, accreditation, regulatory compliance, etc.). All data storage increases for faculty and staff require approval by the CIO or designee.
ITS will review the request and then reach out to the requestor (if needed) for any further clarification.
What will happen if I go over my quota?
If you exceed your data storage quota on Outlook, OneDrive, or Google Drive, each service enforces limits that can impact your ability to send, receive, or store data. Here's what happens:
Outlook (Microsoft 365 Mailbox)
You cannot send or receive emails once the quota is exceeded.
Senders will receive a bounce-back message indicating your mailbox is full.
You’ll receive warnings as you approach the limit.
Deleted Items folder still counts toward your quota until emptied.
OneDrive
You cannot upload, edit, or sync new files.
Existing files become read-only.
After 6 months over quota, Microsoft may delete your files, which are non-recoverable.
Google Drive
You cannot upload or create new files in Drive.
How do I reduce my storage use in Outlook (web), OneDrive, and Google Drive?
Quick Tips
Empty Deleted Items and Junk folders regularly.
Use filters to find large emails and attachments.
Archive old emails to local storage if permitted.
Outlook on the Web: Reduce Mailbox Storage
Step-by-Step Guide
Check Mailbox Usage
Go to ⚙️ Settings > Account> Storage to view current usage and limits.
Sort and Delete Large Emails
In your inbox, click Filter > Sort by Size.
Review large emails and delete those no longer needed.
Remove Attachments
Open emails with large attachments.
Download and save attachments to OneDrive or local storage.
Delete the email or remove the attachment if possible.
Empty Deleted Items and Junk
Navigate to Deleted Items and Junk Email folders.
Click Empty folder at the top of each to permanently remove contents.
Use Sweep to Clean Up
Select a message from a frequent sender.
Click Sweep in the toolbar to delete or move older messages from that sender.
Search for Old Emails
Use the search bar with filters like older_than:1y or has attachments:true.
Delete or archive emails that are no longer needed.
Microsoft OneDrive: Free Up Space
Quick Tips
Remove duplicate or outdated files.
Use “Files On-Demand” to keep files online-only.
Share links instead of uploading multiple copies.
Step-by-Step
Review Storage: Go to OneDrive > Settings > Manage Storage.
Delete Unused Files: Sort by size or date → delete or move to external storage.
Use Files On-Demand: Right-click file → Free up space to keep online-only.
Clear Recycle Bin: Visit OneDrive online > Recycle Bin > Empty.
Google Drive: Optimize Your Quota
Quick Tips
Use Google’s storage manager to find large files.
Convert uploaded files to Google Docs format.
Remove unused shared files and duplicates.
Step-by-Step
Storage Breakdown: Visit Google Storage Manager to identify large items.
Delete Large Files: Sort by size → delete or download and remove.
Convert to Google Format: Upload as Google Docs/Sheets to save space.
Empty Trash: Go to Trash > Empty Trash.
Note:
All University data should be stored in accordance with State University of New York Records Management, Records Retention and Disposition requirements. All users should keep only data needed to conduct University business to minimize the impact of Freedom of Information Law (FOIL) Request.
Need Further Assistance?
If you have any questions, please email the ITS Service Center at help@fredonia.edu or call (716) 673-3407.