Want to know how to find Google Workspace storage usage data? We’ve got you covered.
If you’re using Google Workspace to empower and align your hybrid team, keeping track of how much storage each team member actually uses is often a good idea. The amount of storage you get from Google Workspace varies depending on your plan.
However, that storage is shared between Google Drive, Google Photos and Gmail, and most Google Workspace plans offer “pooled storage”. This means all of your users share the same amount of space. Because of this, team members can use more storage than their allocated amount unless you set specific storage limits as a Google Workspace admin.
Knowing how to find Google Workspace storage limits and usage data means you can ensure your team is making the most of the available cloud space you have.
Here’s everything you need to know about tracking storage usage, setting limits, and managing your data within Google Workspace.
What are the Google Workspace Storage Limits?
Google limits how much cloud storage each user can access based on their chosen plan. Notably, G-Suite Business used to offer an “Unlimited Storage” option, but G-Suite plans are no longer available to new users.
Virtually all plans include “pooled storage” for your files and data. On the plus side, if one of your team members hits their personal storage limit, they can still upload data, save messages and attachments in Gmail, and so on, without facing issues. On the other hand, it also means you could end up with a few team members using most of your allocated storage.
That’s why Google recommends setting storage limits for each user based on their specific needs.
Here’s a quick rundown of the amount of storage included in each Workspace plan:
| Google Workspace Business Starter | 30GB each user |
| Google Workspace Business Standard | 2TB each user |
| Google Workspace Business Plus | 5TB each user |
| Google Workspace Enterprise Starter | 1TB each user |
| Google Workspace Enterprise Standard | 5TB each user |
| Google Workspace Enterprise Plus | 5TB each user |
| Google Workspace for Education Fundamentals / Education Standard | 100TB total |
| Google Workspace for Education Teaching and Learning | An extra 100GB for each user |
| Google Workspace for Education Plus | An extra 20GB for each user |
| Google Workspace Essentials | 15GB each user |
| Google Workspace Enterprise Essentials | 1TB each user |
| Google Workspace Enterprise Essentials Plus | 5TB each user |
| Google Workspace Frontline Starter / Standard | 5GB each user |
| Google Workspace for Nonprofits | 100TB total |
How Storage Works on Google Workspace
As mentioned above, most Google Workspace accounts pool your storage, allowing your entire team to access a specific amount of cloud space. When you purchase a subscription to Google Workspace, you only get part of your storage immediately.
As you continue paying for your subscription, your storage will gradually increase to your available limit. So, it’s probably not a good idea to instantly transfer all of your data into Google Workspace.
Depending on their plan, users who need additional storage can potentially request extra storage from Google. Additionally, it’s worth noting that Drive users are limited in the number of files they can upload each day. All items in Google Drive, such as files, PDFs, images, Sites project files, and Meet Recordings, count towards your storage limits.
Shared drives also contribute to your storage limit, and they can only hold up to 400,000 items, regardless of your chosen plan. Individual folders and files have size limitations, too. For instance, you can’t upload anything larger than 5TB (although this shouldn’t be a problem for most users).
How to Find Google Workspace Storage Usage Data
Now you know how Google’s storage system works, let’s look at how to find Google Workspace storage limits and usage data. To help you track how team members use their accounts, Google allows administrators to view all of their “Workspace storage” information.
All you need to do is log into Workspace on your admin account and visit the Google Admin Console. Next, you can click on the Menu button, then Directory followed by Users and look at each user in your account individually. The percentage of storage they’re using for things like Gmail and Drive will be displayed at the top of the user’s account page.
Alternatively, you can review all of your storage usage data at once from the Reports dashboard. The Highlights dashboard will give you a full overview of your account, and there’s a dedicated section for “What’s the storage being used”. You can click View Details to see how storage is being allocated in your account.
The Detail view will also allow you to see how specific apps are using storage. If you need to share the data with anyone on your team, you can download storage information as a CSV file or Google Sheets document.
What Happens When You Run out of Storage?
If someone on your team exceeds theie storage limit, they’ll see a warning when they log into their account. They’ll have a limited amount of time (about 14 days), to free up extra storage, or purchase more.
If a user exceeds their storage limit, certain services will stop working properly. For instance, the user won’t be able to add new files or images to Google Drive, create new files in Google Docs, Sheets, Slides, and Forms, or record meetings in Google Meet.
However, your users can still sign into their Workspace account, receive and send emails, and download or view files from Google Drive.
If you want to purchase more storage, you can reach out to Google and either request storage or get tips on clearing up some space.
How to Manage Google Workspace Storage
Since additional storage isn’t available to every Google Workspace user, it’s best to ensure you don’t run out of space. Once you find your Google Workspace storage data in your admin console, there are a few things you can do to ensure you’re making the most of your space.
Google shares some handy tips on how to free up extra storage space here.
The best way to begin is by visiting the Google Storage Manager dashboard. Google gives you a few suggestions on things you can “clean up” to access extra space.
You can choose to “Clean Up Suggested Items,” such as spam emails stored on your Gmail account, large files placed in your Google Drive, and emails with large attachments. I recommend going through each suggested item by clicking on “Review” to see if you’re storing anything you don’t really need.
If you remove certain items (like emails you’ve already sent to Trash), just select them and click the Delete button.
Alternatively, you can choose the “Clean Up by Service” option. This gives you an overview of the amount of storage you’re using in Google Drive, Email, and Google Photos. Clicking on one of these options will give you access to a file picker to select anything you want to delete.
Aside from regularly cleaning your storage, I’d recommend setting storage limits for staff members. You can do this from the Google Workspace admin panel. Click on Menu, then Show More and Storage to reach your Storage Settings panel. Click on Manage, and you can assign limits to each group or organizational unit in your organization.
Make the Most of Your Storage
Now you know how to find Google Workspace storage data, and hopefully make the most of your services. Still, if you’re having problems with a few users who consume more than their fair share of space, I’d recommend creating policies and training team members on using their Workspace accounts.
Letting team members know which files they should save to the Workspace cloud, which they should store on their devices, and which they should delete should help prevent you from exceeding your limits. Remember, you can always store files on a different cloud service, too.
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