Google Apps Tips & Tricks: What To Do When You Reach Your Google Apps Storage Limit

Google offers you 30 gigabytes of storage in Google Apps, which is great. But if you hit that storage limit, you’ll need to make some room in your account or pay for more storage. In order to avoid additional charges, here are some things you can do to quickly free up space.

Typically, the two biggest culprits of data usage are Gmail and Drive. Let’s start with Gmail. First, are there any labels that you no longer need? If so, delete all the files in that folder, then make sure all the messages in your spam folder are deleted, and then permanently delete everything in your trash. This is a quick way to free up some space.

Now let’s go to Drive. If you click on your settings, you’ll see how much storage you’re using in your account, and you’ll also see a notification that only stored files – like PDFs, DOCs, JPGs, et cetera – count towards your storage limit and Google Docs formats don’t use up your storage space. This gives us a great place to start.

I’ll go back to my Drive and do a search for MOV files. Any video file, like MOVs, MP4s, AVIs, etc. will probably be your biggest files. If any pop up, you can go through and start deleting them if they’re no longer needed or export them to another location.

Next, we’ll do the same for image files like JPGs, PNGs, and GIFs. And finally, let’s do a search for PDFs and clear those out.

Now I can go to my trash and empty it to make sure all of those big files are cleared out. When I go and check my settings again in Drive, I should have freed up some good space there.

One word of caution before you start deleting files and emptying your trash is that you’ll want to have backups of all of this data stored somewhere, in case you end up needing it later. Spanning Backup for Google Apps makes it easy to find and restore deleted files, as long as they’ve been backed up first. Start a free trial, wait for the first backup to complete, and then start deleting your way to a lighter account.

Thanks for watching, and we’ll see you next time.