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Google has ended its unlimited storage offering for educational institutions. Consequently, the Â鶹´«Ã½ 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.

To align with new storage management policies and reduce our overall storage footprint, the Â鶹´«Ã½ will discontinue the Google Photos service. Starting May 31, 2025, users won't be able to access their photos that are stored in the Google Photos app. 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 the Google Photos app to your Google Drive storage before the deadline.

1. Go to Google Photos: Open the Google Photos website or app.
2. Select Photos: Choose the photos you want to download.
3. Download: Click the download icon (usually an arrow pointing downwards).
4. Save to Computer: Save the downloaded photos to a folder on your computer.
   
   

1. Go to Google Drive: Open the Google Drive website or app.
2. Select Folder: Choose the folder where you want to upload the photos.
3. Upload: Click the "New" button, then "File upload" or "Folder upload" depending on if you want to upload individual files or a folder.
4. Select Photos: Choose the photos you saved from Google Photos and upload them.

• Click "Deselect all" to clear all product selections.
• Find "Google Photos" and check the box next to it.
• Click on "All photo albums included" to select specific albums or keep all.

• Click "Next step".
• Choose your export preferences:
  • File type: Select either ZIP or TGZ.
  • Size: Choose the desired archive file size (e.g., 2GB, 4GB).
  • Delivery method: Choose how you want to receive the export (link via email or add to cloud storage).
• Click "Create export".

• Google will prepare your download, which can take some time.
• Check your email for a link to download your photos when ready.
• Click the link and download the files.

The new Google Storage limits will take effect on July 1, 2025. Access to Google Photos will be disabled earlier, starting May 31, 2025. It's important to review and adjust your storage and photos well in advance of these dates to avoid any disruptions.

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.

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.

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.

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.

The university provides limited additional storage for research projects. Contact your IT help desk to request more space and discuss options.

Faculty and students with special storage needs should contact your IT help desk for guidance on alternative solutions: | |

Always check security and compliance when choosing an alternative storage provider. University-approved solutions like OneDrive or institutional cloud storage offer secure options.

For questions about storage limits, alternatives, or assistance, contact your IT help desk | | .

• Clean up unnecessary files, especially Google Photos.
• Check your current Google storage usage.
• Transfer important files to alternative storage.