Storage Quotas for Google and Microsoft 365

To support efficient, secure, and sustainable data management, Texas Woman’s University will implement storage quotas for Google and Microsoft 365 accounts effective August 1, 2026. These quotas follow industry best practices and ensure equitable access to storage resources for all users. Storage limits apply to active accounts only and do not impact Alumni Email accounts. Accounts that exceed assigned storage limits may experience restricted functionality, including the inability to upload files or send/receive email until storage is reduced.

Storage Quotas

Google Drive & Email (Combined Storage)

Microsoft 365 (OneDrive & Email Combined Storage)

Microsoft 365 services (OneDrive, SharePoint, and Exchange/Email) are backed up through the university’s enterprise backup solution.

Monitoring and Managing Storage

Users are encouraged to regularly monitor their storage usage in both Google and Microsoft 365.

If approaching or exceeding quota limits, take the following actions to clean up, archive, or move data to an appropriate storage solution, such as OneDrive or X Drive: 

• Manage Storage Space on OneDrive
• Manage Google My Drive & Shared Drives

Back up and Retain Important Files

Files that must be preserved for long-term use or compliance purposes should be retained appropriately.

To preserve critical data: 

• Transfer important files to OneDrive or X-Drive
• Some files may be subject to retention requirements under the TWU Records Retention Schedule. Review the schedule before deleting any data.

General Storage Guidelines

Personal or Departmental Files (Not Shared)

Store files that are not actively shared or used for external collaboration in:

• Your personal X Drive
• Your department's X Drive

In most cases, these are the preferred locations for:

• Departmental records
• Internal documents
• Historical files
• Administrative files that do not require cloud-based collaboration

Collaborative Data

For files that require sharing and collaboration, Microsoft OneDrive and Google Drive remain appropriate solutions.

Examples include:

• Canvas-related content
• Research collaborations
• Projects involving external partners
• Documents requiring cloud-based sharing and access

These platforms are designed to support collaboration, controlled sharing, and secure access from multiple locations.

Google Shared Drives

Departments may also want to consider using Google Shared Drives rather than storing collaborative files within an individual user's Google Drive.

Benefits of Google Shared Drives include:

• Department ownership rather than individual ownership
• Improved continuity when employees change roles or leave the University
• Easier collaboration and management of shared content

Google Shared Drives are not included in the current storage quota initiative. While Shared Drive storage may be reviewed in the future, any limits that may be implemented are expected to be more flexible than those applied to individual accounts.

Exceptions and Additional Storage Requests

We understand there will be legitimate situations where additional storage is necessary to support business operations, academic programs, research activities, external collaborations, or specialized departmental needs. 

If, after reviewing your files, you determine that additional storage is necessary, please submit a request through Technology Service Center. Our team can help you evaluate your options and determine whether X Drive, OneDrive, Google Drive, or a Google Shared Drive is the best fit for your needs.

Support

Contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, submit a request through the Technology Service Catalog, or submit a request by clicking Request Service on this page.