Google Workspace Changes

All are required to review Google storage usage

Changes to Google Workspace are coming into effect at the University of Alberta (U of A) on January 31, 2025. Learn more about what prompted the changes, what you can do prior to the deadline and how IST is working to help you adapt.

Steps to Reducing Your Storage Usage
Storage Guidance for your Data

check your google storage usage

In advance of upcoming changes, see how much Google storage you are currently using. How to check Google storage usage.

Google Storage Usage

Data storage options + Tools webinars

Review past sessions to learn more about available storage options and tools.

Webinar slide deck  Video presentation

Why Google is changing

In early 2021, Google introduced a new license and storage model which no longer provides free, unlimited storage for higher education institutions. As a result, the university is looking at ways to reduce our reliance on Google Workspace as the primary data storage solution. This entails identifying better data management practices and building out a comprehensive data storage ecosystem. IST is engaging and collaborating with groups from across the university community to determine how to best suit their storage needs.

What is changing

On January 31, 2025 storage quotas are being implemented on all individual Google Workspace accounts which applies to data stored in My Drive, Gmail and Google Photos. Storage quotas are dependent on your current relationship to the institution and are as follows:

  • Non-Academic Staff: 15 GB
  • Academic, Research and MAPS Staff: 80 GB* (increased from 30 GB)
  • Graduate students: 80 GB* (increased from 30 GB)
  • Emeriti Professors: 80 GB* (increased from 30 GB)
  • Guests: 10 GB
  • Secondary CCID: 10 GB* (A role-based account, such as department@ualberta.ca)
  • Undergraduate and Online Continuing Education students: 10 GB as of June 15, 2024

If you have multiple relationships with the university and fall into more than one of these categories, your highest quota takes precedence. Learn more about employee types.

If you are over your storage quota ...

 

  • You will be unable to edit or add files to your My Drive or Google Photos
  • You will still be able to send and receive emails
* Academic staff members, including researchers and MAPS, graduate students or those with secondary CCIDs who have not met their quota by January 31, 2025 will be placed on a 6-month one-time extension until July 31, 2025.

Review the Project Timeline

Frequently asked questions

Find more information and answers to your questions on Google Workspace Changes FAQ »

SUbmit your questions

If you require additional information, submit your question using this feedback form. If you are faculty or staff member, we also encourage you to connect with your Senior IT Partner to discuss any questions or concerns you may have.