Summary
This article provides answers to Frequently Asked Questions (FAQ) about Storage and Usage Changes for OneDrive at USNH. These changes began in Fall 2025 and will continue through 2026 with quarterly progress checks and follow-up communications.
Notes to Help Desk staff:
- The attached PDF version may be easier to copy from as it doesn't include the "Back to questions" hyperlinks. The content should be the same.
- The Sharepoint team has asked us to please Include Q1 first in all customer responses to provide context.
OneDrive Storage Communication
Microsoft is updating storage allocations in our contract, and we need your assistance with reducing your OneDrive footprint as part of USNH’s data reduction initiative.
To Know:
Questions
Include Q1 first in all customer responses -
Q1 - Why am I receiving a communication about my OneDrive storage?
Q2 - I was told we had 1TB of OneDrive storage — what changed?
Q3 - This is critical research/USNH data and I need to keep it.
Q4 - Why does my account show more than 100GB of storage if the quota has changed?
Q5 - Will my higher quota be reduced in the future?
Q6 - What is the quota for new users?
Q7 - Do I need to do something immediately? How much time do I have?
Q8 - What happens if I don’t reduce my storage?
Q9 - Are SharePoint sites affected by these changes?
Q10 - Can I create extra SharePoint sites to store files?
Q11 - I don’t know where to start. Where can I get help deciding what to keep or delete?
Q12 - Can I request a quota increase?
Q13 - Where can I find official guidelines and governance for OneDrive usage?
Answers
Include Q1 first in all customer responses -
A1 - Why am I receiving a communication about my OneDrive storage?
You are part of a targeted outreach to OneDrive users whose storage usage is currently above the new standard 100GB quota. Unfortunately, unlimited cloud storage is no longer available across vendors that previously offered it under enterprise licensing, including Box, Google, and Microsoft. Microsoft has implemented a step down approach that requires institutions to reduce storage usage to meet a new, fixed quota.
This quota is calculated based on the number of licenses we purchase and, beginning June 2026, is projected to be approximately 700 TB total for all of USNH across all Microsoft 365 services (Email, OneDrive, SharePoint, Teams, etc.). Exceeding this limit would result in a significant annual cost increase, which is what prompted USNH’s current data reduction initiative.
Back to questions
A2 - I was told we had 1TB of OneDrive storage, what changed?
Historically USNH provided 1TB of OneDrive quota as standard, with some approved increases up to 5TB. Our M365 Data reduction mandate necessitated an adjustment in August 2025. No changes have been made to your current quota allocation to avoid service disruption.
OneDrive for Work or School: Information
Back to questions
A3 - This is critical research/USNH data.
OneDrive is intended for personal work files or ad hoc collaboration - not long-term or institutional data storage, and is subject to deletion when your association with the university ends. Important institutional data that must be retained should be stored in department or college SharePoint sites, or other appropriate institutional resources. Consult with your department or college SharePoint data steward, Teaching and Learning Technology, or, research data owners may also reach out to Research Computing for guidance.
Policy Guide: OneDrive for Work or School: USNH Usage Guidelines and Governance
More information: OneDrive for Work or School: Information
Back to questions
A4 - Why does my account show more than 100GB of storage if the quota has changed?
Most users will still see a higher quota (from 1TB up to 5TB) in their metrics. The 100GB quota was not immediately enforced on your account to avoid triggering storage alerts or forcing your account into read-only mode. This provides time for you to review and clean up your data or find a more appropriate storage location. However, you will not retain the higher quota indefinitely. The goal of this cleanup initiative is to eventually have all users at the baseline 100GB limit.
Note (June 2026): If a user is moved from A5 license with a higher quota down to A1 license (when becoming Emeritus, for example), their quota reverts to 100 GB. They do not lose content, but they will not be able to add or modify any content until they are under the 100GB quota again. This means they cannot save new Word or Excel docs or edit existing docs until they are under quota again.
Back to questions
A5 - Will my higher quota be reduced in the future?
Yes, as you reduce your usage to align with the new limits, your quota may be adjusted accordingly.
Back to questions
A6 - What is the quota for new users?
All new OneDrive users receive a 100GB quota. The goal of this cleanup initiative is to eventually have all users at the baseline 100GB limit.
Back to questions
A7 - Do I need to do something immediately? How much time do I have to reduce my usage?
Please begin a cleanup review as soon as possible. Your quota reduction will not occur at a specific time - this initiative will run throughout much of 2026, with quarterly progress checks and a follow-up communication in approximately 3 months.
Back to questions
A8 - What happens if I don’t reduce my storage?
Currently, the 100GB standard quota has not been enforced on your account to avoid service disruption. However, accounts will eventually be adjusted to the 100GB standard. Failure to reduce usage or show reduction progress over time may result in read-only access or inability to save new files when quotas are applied. You will receive several outreach contacts before this occurs.
Back to questions
A9 - Are SharePoint sites affected by these changes?
Yes, new SharePoint sites are also provisioned with 100GB of storage.
Back to questions
A10 - Can I create extra SharePoint sites to store files?
No. Creating personal or multiple sites to circumvent quotas is not appropriate and will be monitored and addressed.
See SharePoint: Responsible Site Creation and Storage Management and SharePoint: USNH SharePoint Usage Guidelines and Governance
Back to questions
A11 - I don’t know where to start. Where can I get help deciding what to keep or delete?
If you’re unsure how to start or what to retain, refer to the resources included in the email: Start with your largest files; Move personal or family items to personal storage alternatives.
Resources:
Back to questions
A12 - Can I request a quota increase?
Requests for OneDrive quota increases are granted only in exceptional cases and must demonstrate a compelling business need. To request an increase, you must submit a separate request through USNH IT support that includes a detailed justification and a description of the data lifecycle, including expected retention duration, ownership, and review frequency. All requests are subject to review and approval by the M365 OneDrive/SharePoint Administration team and will only be approved if the need cannot be met through existing data management practices such as cleanup or reorganization.
Back to questions
A13 - Where can I find official guidelines and governance for OneDrive usage?
OneDrive for Work or School: USNH Usage Guidelines and Governance
Back to questions
Further Readings
OneDrive for Work or School: USNH Usage Guidelines and Governance
OneDrive for Work or School: Information
Research Computing
SharePoint: Responsible Site Creation and Storage Management
SharePoint: USNH SharePoint Usage Guidelines and Governance
OneDrive/SharePoint: Find your largest files
M365: Cleanup Tips for OneDrive, SharePoint, and Teams
USNH M365 Data Retention Standards
Workday Q/A Sessions
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.
Appendix
Email Communication (sender email No-Reply.USNHM365ADMIN@USNH.EDU)
Subject: Action Required: OneDrive Storage Optimization
Hello [NAME],
We're reaching out because Microsoft is updating storage allocations in our contract, and we need your assistance with reducing your OneDrive footprint as part of USNH’s data reduction initiative.
Your current usage: [OutreachUsage GB]
USNH standard quota: 100GB
Items to Remove or Relocate:
- Family photos/videos, personal music/books, phone backups
- Non-work-related personal files
- Duplicates, temporary files, outdated documents
- Large non-essential items (installers, exports, backups)
Important: Please move personal files to personal storage solutions (Google Drive, iCloud, Dropbox, or personal OneDrive). Do not transfer non-university data to SharePoint or Teams, as this doesn't reduce our overall Microsoft 365 storage footprint.
Resources:
ET&S is hosting cleanup sessions to demonstrate best practices and answer questions. Register through Workday at: https://wd5.myworkday.com/usnh/learning/course/6d92eadd196a10011324993282140000?type=9882927d138b100019b6a2df1a46018b
Thank you for your cooperation in supporting USNH's Microsoft 365 environment sustainability.
Sincerely,
ET&S M365 Administration
For questions, please contact us here. This mailbox is not monitored.
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