UNIVERSITY PARK, Pa. — As the ‘Downsize Your Data’ campaign rolls out the phased adjustment of Microsoft 365 storage limits, students, faculty and staff are encouraged to take action now to keep their OneDrive accounts organized and secure.
In an effort to reduce clutter, organize files and avoid duplication, Penn State IT has published a set of OneDrive best practices that will help Penn State students and employees meet the following OneDrive storage limits:
- Students: 150 GB maximum
- Employees: 750 GB maximum
The adjusted storage limits will not be enforced until an alternative storage solution is determined. Penn State IT is working with anyone close to or exceeding the limits to determine the proper location for their data. Additional institutional storage options are still being developed, and clearer guidance will be shared as they are implemented.
Accounts that remain above the storage limits after July 1, 2027, may need to be temporarily switched to read-only mode, which would pause file uploads and document edits until storage usage is reduced. However, users will be proactively notified and given ample opportunity to adjust their storage before any account changes are made.
How to use your Penn State OneDrive
Penn State OneDrive accounts should only be used for coursework and work-related projects. Collaborative projects and resources owned by a department or group should be stored in Microsoft Teams.
How not to use your Penn State OneDrive
Students, faculty and staff should not use their Penn State OneDrive accounts as a personal storage repository for files such as photographs, videos, or personally identifiable information, including billing records, medical records, Social Security numbers, or banking and credit card information.
OneDrive best practices
Penn State IT recommends the following OneDrive best practices:
- Check your storage regularly.
- Schedule times to review and delete files that are no longer needed.
- Avoid downloading duplicate files.
- Organize files efficiently by using descriptive file names.
- Build a clear folder structure that uses broad categories with subfolders as needed.
To check your current OneDrive storage usage, refer to the IT Knowledge Base article "How Do I Determine My Available Space in SharePoint or OneDrive?"
‘Downsize Your Data’ Campaign
The "Downsize Your Data" campaign is aimed at managing the University's growing digital footprint and promoting responsible data stewardship. For more information about the campaign and its upcoming changes, read 'Downsize Your Data' campaign to phase adjustment of Microsoft 365 storage limits.
Penn State students and employees with any questions or concerns can contact datadownsizing@psu.edu.