Managing OneDrive storage space

This user guide will help you find storage usage information and manage storage space in OneDrive.

Note

From 27.09.2023, only 50 GB of storage space for personal data will be available to employees on OneDrive as part of Microsoft 365 instead of the previous 1 TB.

If you currently use in OneDrive

  • less than 50 GB of storage space, you do not need to do anything.
  • more than 50 GB of storage space, you must reduce your storage space usage to a maximum of 50 GB by 30.10.2023. This can be done by either transferring data to another storage location or by deleting it.

Retrieving storage space information

Via the Microsoft portal

  1. Log in to the Microsoft portal with your Microsoft account at the University of Vienna.
  2. Click on Apps in the left navigation bar and there on the OneDrive tile. 
  3. Click on the cogwheel symbol in the top right-hand corner and select OneDrive setting.
  4. In the left navigation bar, click More Settings and then, at the very bottom, Storage Metrics.
  5. At the top right you will see information about your available and free storage space in OneDrive.

 

Via the desktop app

  1. Go to the OneDrive app. To do this, open an Explorer window and select your Microsoft 365 folder of the University of Vienna in the left navigation bar.
  2. Right-click on the folder and select Settings from the menu. If the menu item is not displayed, click on Show more options.
  3. The Synchronise and Save window opens. At the bottom left you will see information about your available and free storage space in OneDrive.

Releasing storage space

  1. Log in to the Microsoft portal with your Microsoft account of the University of Vienna.
  2. Click on Apps in the left navigation bar and then on the OneDrive tile.
  3. Select the menu item My Files in the left navigation bar.
  4. Select a folder or file. Click on Information in the top right-hand corner to display the menu. There you will find, among other things, information about the size.
  5. Select all the files and folders you want to delete by clicking the checkbox in the first column. You can select all items at once by clicking the checkbox in the header.
  6. When the checkbox is activated, a menu bar opens above. There you have the option of sorting files and folders. Click on Delete.
  7. Now open the Recycle bin via the menu on the left.
  8. Select Empty Recycle bin at the top to permanently delete the contents of the Recycle bin and free up the storage space in OneDrive.

Downloading data

  1. Log in to the Microsoft portal with your Microsoft account of the University of Vienna.
  2. Click on Apps in the left navigation bar and then on the OneDrive tile.
  3. Select the menu item My Files in the left navigation bar.
  4. Select folders or files by activating the checkbox in front of them in the first column. 
  5. Click on the 3-dot menu and select Download.