Most UVU employees won’t need to do a thing. But there’s a storage change coming that
everyone should know about — particularly if you manage departmental files or a budget.
What’s Changing?
Microsoft now enforces storage limits for its education customers, and UVU’s usage
is on track to exceed our included allocation. To help keep costs under control for
everyone, Dx will enforce the following storage quotas starting December 31, 2026:
- 100 GB per person (OneDrive)
- 500 GB per Teams / SharePoint site
Departments will be responsible for purchasing additional storage if any member of
their team exceeds the individual OneDrive quota or if their Teams/SharePoint site
exceeds its limit. More information is available in the FAQ below.
What are the new storage limits in Microsoft 365 (M365)?
Beginning December 31, 2026, UVU will implement the following storage limits in M365:
- 100 GB per person (OneDrive)
- 500 GB per Teams / SharePoint site
Why is UVU implementing quotas?
Microsoft now charges for storage overages in Microsoft 365 (M365). To help UVU manage
storage responsibly and avoid unnecessary costs, UVU will implement storage quotas
for individual users, Teams, and SharePoint sites beginning December 31, 2026.
What do I need to do?
To prepare for the upcoming storage changes, we recommend the following actions:
- Check your current individual OneDrive and Teams / SharePoint storage usage.
- Clean up any unnecessary files, ensuring appropriate retention and deletion according
to applicable policy and regulations.
- If your current individual OneDrive usage is under 100 GB and your Teams / SharePoint
usage is under 500 GB, no additional action is needed as long as you remain within
that limit.
What if I need more storage?
If needed, additional storage will be available for purchase through your department.
More details on the request process will be shared as the project progresses.
How much does extra storage cost?
If your needs exceed the standard quota, additional storage is available in 1 TB increments
for $360 per year.
Who approves or pays for storage?
Departments will be responsible for purchasing additional storage if any member of
their team exceeds the individual OneDrive quota or if their Teams/SharePoint site
exceeds its limit.
When should departments plan for additional costs?
We recommend factoring potential storage costs into your FY26–27 budget. Additional storage
is available in 1 TB increments at $360/year. More details on requesting and paying
for additional storage will be shared as the project progresses.
When will my department be charged for extra storage?
- January 1, 2027: Departments that request additional storage will be charged, covering January 1 through
June 30, 2027.
- January 1 – June 30, 2027: Departments will be charged at the time of their request a pro-rated amount from their
request date through the end of the fiscal year (June 30).
- July 1, 2027 and beyond: Storage costs will be billed annually at the start of each new fiscal year (July 1).
What happens if I exceed quota after December 31, 2026?
If you are over quota after December 31, 2026, your files will go into read-only mode.
To fix this, you’ll need to reduce your storage below the quota limit or purchase
additional storage.
What should I consider regarding retention before deleting files?
Some files may be subject to retention requirements based on applicable policies and
regulations. Before deleting files, we recommend checking with your supervisor to
ensure you are following the appropriate retention and deletion guidelines for your
area.
What should I avoid?
- Never move UVU files outside of Microsoft 365 (M365). M365 is UVU’s only authorized
and supported file storage platform. Keeping your files there means they’re protected, backed up, and easy to share.
- Don’t store UVU data on external drives, personal cloud services, or other non-M365
platforms. Per TSC Standards, and in alignment with the Regents policy, UVU policy, and security best practices,
no separately acquired storage or sharing options are approved alternatives.
How do I clean up space in OneDrive?
- Remove personal and unnecessary files. All files on UVU systems — including personal ones — are subject to disclosure under
GRAMA and other legal requests. Personal files are best kept on your own personal
storage.
- Store departmental files in the right place. Team and department files belong in your department’s Teams/SharePoint site, not
scattered across individual OneDrive folders. OneDrive is best reserved for files
that need individual privacy.
How can I see what is using up my OneDrive Storage?
You can view your OneDrive storage usage directly in Microsoft 365.
How to check:
- Go to OneDrive (via office.com or the OneDrive app).
- Select Settings (gear icon), then OneDrive settings, then More settings.
- Choose Storage metrics.
This view shows which folders and files are consuming the most space. Large or forgotten
folders – often old project files or synced local folders – are common culprits.
How can I view the largest files I have stored in OneDrive?
There are two ways to view your largest files in OneDrive:
- Option 1: View directly in M365
- Option 2: Use the Windows OneDrive app
- Here's how to check:
- Click the blue OneDrive icon in the Windows notification area, and then select Settings (gear icon).
- Select Manage storage to see an overview of your available storage.
- This opens a page showing all files in your OneDrive sorted by size.
This will show which individual files or folders are consuming the most space.
Note: After deleting items, you must permanently delete them in the Recycle Bin to free up space.
How can I get help with checking and cleaning up my OneDrive usage?
If you need assistance, please submit a ticket to the Enterprise Service Desk.
