MANAGE GOOGLE WORKSPACE STORAGE USER GUIDE

To manage your storage, review your storage usage, back up and delete unnecessary files if needed:

Only files that are relevant to the academic, research, and administrative purposes of the University are allowed to be stored in Google Drive. Personal files are NOT allowed to be stored.

Review storage space with the following references

Items that use storage space

Google Drive

  • Important: As of June 1, 2021, newly created Google Docs, Sheets, Slides, Drawings, Forms, or Jamboard files count toward storage. Files that already exist don’t count toward storage unless they’re modified on or after June 1, 2021. For the DLSU account, this change goes into effect on February 1, 2022.
  • Most files in your My Drive take up space such as:
    • PDFs
    • Images
    • Videos
    • Microsoft files
  • Items in your Trash.

Gmail

  • Messages and attachments, like items in your Spam and Trash folders, take up space.

Google Photos

  • Photos and videos backed up in Original quality take up space.
  • Photos and videos backed up in High quality (now named Storage saver) or Express quality after June 1, 2021. Any photos or videos you backed up in High quality or Express quality before June 1, 2021, will not count toward your Google Account storage.

 

Items that don’t use storage space

Google Drive

  • Files in “Shared with me” and shared drives don’t use space. These files only take up space in the owner’s Google Drive.
  • Google Sites.
  • Google Docs, Sheets, Slides, Forms, Jamboard, and Drawings files you create before June 1, 2021, and don’t edit after that date.

Google Photos

 

What happens if you run out of space
Important: As of June 1, 2021, if you remain inactive or go over your storage quota for 2 years or longer, all of your emails may be deleted.

Google Drive

  • You can’t sync or upload new files. You can’t create new files in Google Docs, Sheets, Slides, Drawings, Forms, and Jamboard. Until you reduce the amount of storage you use, neither you nor anyone else can edit or copy your affected files. Syncs stop between your computer’s Google Drive folder and My Drive.

Google Photos

Download your data and files

  1. Open your web browser.
  2. Go to https://takeout.google.com/.
  3. Type your DLSU email address. Click Next.
  4. Type your DLSU email password. Click Next.
  5. To create a new export, select the following apps (products)
  • Google Drive
  • Google Mail
  • Google Photos
  • Other apps that you want to export (optional)

Note: To reduce the export processing time, export one (1) app at a time.

  1. Click Next step.
  2. Set the file type, frequency & destination
  • Delivery method – select Send download link via email
  • Frequency – tick Export once
  • File type & size – select .zip and 10 GB or 50 GB
  1. Click Create export.
  2. To create another export, click Create new export and follow steps 5 to 8.
  3. When your files are ready, you will receive an email from Google Takeout <[email protected]> with the subject Your Google data is ready to download.  Click Download your files.

Note: The download link will expire after a week.

  1. Sign in to your DLSU email account
  2.  In Manage your exports window, click Download
  3. In the Downloads folder, locate the downloaded file and rename it with your preferred file name.
  4. Save downloaded file/s to either of the following:Only files that are relevant to the academic, research, and administrative purposes of the University are allowed to be stored in Google Drive. Personal files are NOT allowed to be stored.
  • Microsoft OneDrive
    • Open Microsoft OneDrive app and log in using DLSU email account.
    • Follow on screen instructions.
    • Click Open my OneDrive folder.
    • Copy the downloaded file/s to OneDrive.
  • Local drive
  1. To view your downloaded GMail file, follow these steps:
  • Thru MBOX Viewer
    • Go to https://www.systoolsgroup.com/mbox-viewer.html and click Download Now.
    • Open the downloaded mbox-viewer file.
    • In the Set up wizard window, follow the on screen instructions until the final step where you see the finish button. Click Finish.
    • Click OK.
    • Click Add File and select MBOX Files. Click Next.
    • Click to locate the downloaded file for Gmail.
    • Select file and click Open. Click Process.
    • Click Mails. You will see the emails downloaded.
  • Via Mozilla Thunderbird
    • Go to https://www.thunderbird.net/en-US/download/
    • Open and install the downloaded Thunderbird file.
    • Open Thunderbird
    • Click Home tab. Click Menu.
    • Click Add-ons and Themes.
    • Type ImportExportTools in search box. Click Add to Thunderbird.
    • Click Add. Click OK!.
    • In Account Setup tab, set up your DLSU email account. Click Continue.
    • Tick IMAP. Click Done.
    • Login to your DLSU email account. Click Allow.
    • Click Finish.
    • Click Skip Integration.
    • Right click Local Folders, select New Folder.
    • Type the name of folder. Click Create Folder.
    • Right click on the created folder and select ImportExportTools NG. Select Import mbox file.
    • Tick Import directly one or more mbox files. Click OK
    • Locate the takeout file with All mail Including Spam and Trash.mbox. Click Open.
    • Double-click created folder. Click All mail including Spam and Trash. Emails will be displayed.
    • Optional: Remove your account
      • In the Account Settings tab, click Account Actions.
      • Click Remove Account.
      • Uncheck Remove message dat. Click Remove.
      • Click Ok.

Maintain your storage space

Once done downloading your data and files in Google Drive, Gmail, Google Photos and other apps, you may now delete unnecessary and retain important data and files to make room for new items.

To delete your Google Drive files, move them to the trash. Files in trash will be automatically deleted after 30 days. You can restore files from your trash before the 30-day time window. You can also permanently delete them to empty your trash. If you delete, restore, or permanently delete multiple files or folders at once, it might take time for you to notice the changes.

Delete files by size in Google Drive

  1. Open your web browser.
  2. Go to http://mail.dlsu.edu.ph.
  3. Type your DLSU email address. Click Next.
  4. Type your DLSU email password. Click Next.
  5. Go to https://drive.google.com/drive/quota to see your files listed from largest to lowest file size.
  6. Put files you don’t want in your Trash, then permanently delete them

Permanently delete large emails in Gmail
Note: Delete large emails you may no longer need

  1. In the Search box, type has:attachment larger:10M.
  2. Click Search .
    Note: Replace “10” with a higher number to delete larger files.
  3. Select the emails you don’t need, then click Delete .
  4. On the left side of the page, click Menu . Click Trash.
  5. At the top, click Empty Trash now.
  6. Click OK.

Permanently delete old emails in Gmail
Note: Delete old emails you may no longer need

  1. In the Search box, type older: 2013-01-01.
  2. Click Search .
    Note: Replace “2013-01-01” with a different date to delete larger files.
  3. Select the emails you don’t need, then click Delete .
  4. On the left side of the page, click Menu . Click Trash.
  5. At the top, click Empty Trash now.
  6. Click OK.

Permanently delete emails in your Spam folder

  1. On the left side of the page, click Spam. If you don’t see Spam, click More.
  2. At the top, click Delete all spam messages now. Or, select specific emails, then click Delete forever.

Move photos & videos to Trash

  1. On your computer, go to photos.google.com.
  2. Point to an item you want to move to Trash.
  3. At the top left, click Select .
  4. At the top right, click Delete Click Move to trash.

 

 

 References:

Manage files in your Google Drive storage
Manage your Google Workspace storage
How to download your Google data