Google Workspace Changes - FAQs

General Questions

  • Why is the university changing it's Google Storage Policy?
    Google has ended its unlimited storage offering for educational institutions. Consequently, the University of Alaska must adapt by managing our storage within a new, limited quota system. This change requires us to revise our current data storage practices and policies.
  • Why is the university disabling access to Google Photos in early summer 2025?
    To align with new storage management policies and reduce our overall storage footprint, the University of Alaska will be discontinuing Google Photos. Starting May 31, 2025, users won't be able to access photos through the Google Photos app or service. After this change, photos can still be stored directly in Google Drive, which will count towards one’s total storage use. Please transfer any important photos from Google Photos to Google Drive before the deadline.
  • When do these changes take effect?
    The new Google Storage limits will take effect on July 1, 2025. Access to Google Photos will be disabled earlier, starting May 30, 2025. It's important to review and adjust your storage and photos well in advance of these dates to avoid any disruptions.

Managing Your Storage

  • What types of files take up the most space?

    Typically, large video files, high-resolution photos, and large email attachments occupy the most space. Regularly reviewing and cleaning these files can help manage your storage effectively.

  • How can I check my current storage usage?

    To check your current storage usage, go to Google Drive, open Settings, and select Storage. Your total storage used will be displayed at the top of the page.

  • How can I download a copy of my data? 
    To download a copy of your data, log into any Google Workspace service such as Gmail, click on your Google account (or your image) and choose “Manage your Google account”, choose Data & Security in the side menu, scroll down to “Download or delete your data”, and choose “Download your data”. You will see a list of Google services and many will already be checked. You can click on “Deselect all” or manually uncheck any you don’t wish to include. Ensure you select the ones you do want to download data out of and then choose “Next Step” at the bottom. Select your preferred delivery method, frequency, file type, and size limit and then click on “Create export”. 
  • How do I identify the information that can be deleted from Google Drive?
    To identify what you can delete from Google Drive, review your storage usage by accessing the ‘Storage’ section in your Drive ‘Settings’. Then sort files by size to find large, unnecessary files, such as old drafts, duplicate documents, large video files, or outdated presentations. Use search functions to target specific file types or dates to identify files you no longer need. Consider moving files to the ‘Trash’ temporarily before permanently deleting them. 
  • How do I reduce my storage usage?
    To reduce your storage usage:
    • Delete large files that are no longer needed, such as videos and old backups
    • Delete documents that exceed your university’s retention policy requirements.
    • Empty the trash in Google Drive to permanently remove deleted files.
    • Consider optimizing photo storage by adjusting the quality settings in Google Drive.
    • Move less frequently accessed files to external storage solutions.

Research & Special Considerations

Support & Next Steps