UNIVERSITY PARK, Pa. — Penn State IT is implementing new Microsoft 365 (M365) storage limits for OneDrive, SharePoint and Outlook email accounts.
Beginning July 1, 2027, Penn State's shared storage pool from Microsoft will decrease by more than 50%. To better manage the University's storage environment, Penn State IT will begin a phased adjustment of M365 storage allocations with the following limits:
- OneDrive
- Students: 150 GB maximum
- Employees: 750 GB maximum
- SharePoint
- All SharePoint Sites: 500 GB maximum
- Outlook Email
- Students and Employees: 100 GB (no change from previous limits)
Penn State students, faculty and staff approaching these storage limits will receive email notifications and Microsoft's built-in storage warnings. Those who exceed their allocated storage may be unable to add or modify files until usage is reduced.
To check your current SharePoint or OneDrive storage usage, refer to the IT Knowledge Base article "How Do I Determine My Available Space in SharePoint or OneDrive?"
What’s happening?
Phase 1 – summer 2026: The adjusted M365 storage limits have already been set for all new student accounts. The new limits will be added to new faculty and staff accounts later this summer. Additionally, throughout the year, emails in the 'Deleted Items' folder will be automatically cleaned up for all users.
Phase 2 – fall 2026: This phase will apply the new storage limits to current accounts. People who are within the adjusted M365 limits will now need to stay under them, and those already over the limits will still have some space to grow, but should be mindful of these data storage tips and best practices.
Phase 3 – Through July 1, 2027: Penn State IT will work directly with users whose storage exceeds the new limits to migrate, archive or delete data until all accounts are compliant.
Storage Migration: Penn State IT is developing two new storage options to provide greater flexibility for a variety of storage needs. As these solutions become available, additional details will be shared, including guidance to help users determine which option best fits their needs.
Why is this happening?
These changes are part of the "Downsize Your Data" campaign, which is aimed at managing the University's growing digital footprint and promoting responsible data stewardship.
"We are committed to balancing the needs of our University community while ensuring sustainable use of Microsoft 365." said Shuchi Nalepa, senior director of Academic IT for Penn State IT. “By proactively adjusting storage allocations now, Penn State ensures that M365 applications remain accessible and equitable for the entire University. This requires us to better manage shared storage usage to prevent our utilization from exceeding Microsoft's planned restrictions, which could otherwise lead to significant additional costs for Penn State."
Action Required: How to downsize your data
Penn State IT encourages all students, faculty, and staff to proactively review and reduce their storage usage. The Storage Changes website provides essential tips and best practices for effectively managing storage within M365 applications, including OneDrive, SharePoint and Outlook. Recommended steps include:
- Identifying large and inactive files that can be deleted or archived
- Cleaning up duplicate content across OneDrive and SharePoint
- Managing shared storage effectively within teams and departments
- Emptying 'Deleted Items' folders in Outlook regularly
- Aligning data practices with the University's General Records Retention Schedule (where applicable)
For more information about the ‘Downsize Your Data” campaign, contact datadownsizing@psu.edu.