FAQ: Google Storage
Students (Graduate and Undergraduate)
How much storage do I get?
Miami users are given a set amount of storage space within our Miami domain, depending on their primary role within the University (i.e., if you are a faculty member but also take classes, you would receive the faculty quota, since that is your primary role). Please see the storage quotas page for detailed information about how much storage you get.
How much storage am I using?
You may find how much storage you are using here: https://drive.google.com/settings/storage.
How can I find large files in My Drive?
Review your storage quota and see which files are taking the most space here: https://drive.google.com/drive/quota.
We recommend that as you clean up your My Drive, please empty the Trash, as this will fully delete the files.
What counts as Google storage?
The quota applies to Miami Email, Google Drive, and Google Photos. That includes:
- Files that have been uploaded to your Google Drive
- Any file in your Google Drive created with a Google app, including but not limited to Docs, Sheets, and Slides
- Email in your Gmail inbox (including attachments)
- Google Photos
What happens if I go over my quota?
If you exceed your quota, you will lose the ability to edit or create new files. You will retain the ability to view your files.
Miami will not delete your data for you.
How long will I have my Miami account?
Graduating students retain access to their Miami account for one year after they graduate. For details, please visit the Knowledge Base: Miami Account / Expiration.
My student organization has an Entity account. Does that account have a quota?
Yes, Entity accounts also have a quota. Please see the Storage Quotas page for details. Entity accounts need to request and get approval to use Google Drive and Google Photos.
What should I do with personal documents?
Per the Responsible Use of University Computing Resources policy, it is highly recommended that you remove any personal documents from your Miami-affiliated Google Drive.
Creating a personal email address that is separate from your school address is one way to create division between your school and home life, something that may become more important the further you get into the working world. Resources for creating a personal Google account may be found on their support site.
How do I move my personal data from my Miami account to a personal account?
Please see our provided resources in the Knowledge Base and on this website: How do I move my data?
Faculty and Staff
How much storage do I get?
Miami users are given a set amount of storage space within our Miami domain, depending on their primary role within the University (i.e., if you are a faculty member but also take classes, you would receive the faculty quota, since that is your primary role). Please see the storage quotas page for detailed information about how much storage you get.
How much storage am I using?
You may find how much storage you are using here: https://drive.google.com/settings/storage.
A "Pending Delete" label has appeared on some of my files. What does this mean?
"Pending Delete" is applied to files in your drive that are owned by people who are no longer at Miami. These accounts will soon be deleted, so it's important that whenever you see the "Pending Delete" label, you take action on that document by copying the file into your own Drive (if you want to save it).
View our YouTube tutorial on the "Pending Delete" label:
How long will I have my Miami account?
Faculty and staff retain access to their Miami account for 45 days after ending a working relationship with the university.
If you retire (and are inducted into the societies for emeriti or retirees), you will retain access to your Miami Google account forever, including email, photos, and Drive.
For details, please visit the Knowledge Base: Miami Account / Expiration.
My department/student organization has an Entity account. Does that account have a quota?
Yes, Entity accounts have a storage quota. Please see the Storage Quotas page for details. Entity accounts need to request and get approval to use Google Drive and Google Photos.
Where can I find information about Miami University's records retention policy?
Find more information about records retention policies and practices at the website for the General Counsel.
What should I do with personal documents?
Based on your primary role at Miami, you have been assigned a storage quota for your My Drive in Google. This means that you have a finite amount of space for Miami-related documents.
Per the Responsible Use of University Computing Resources policy, it is highly recommended that you remove any personal documents from your Miami-affiliated Google Drive. The storage of personal documents violates this policy.
What can I use instead of Google Drive?
Google storage is ideal for collaborative work such as active project work, ongoing (Miami-related) business file storage, and schoolwork. Personal business ventures and other personal uses are not appropriate for your Miami Google account.
Other options for Miami-related storage include:
- Using departmental space on the Windows File Servers
- Requesting storage on Miami's NetApp server
- Storing archival data on encrypted external storage devices
Faculty and staff: Long-term storage of documents can be accomplished by storing files in your department’s Windows File Server share (G: drive).
If extremely large quantities of archived data needs to be retained, other options may be explored by contacting your local IT support personnel or IT Help.
How do I move my personal data from my Miami account to a personal account?
Please see our provided resources in the Knowledge Base and on this website: How do I move my data?
Contact IT Services
