IT Professionals,
The email below will be sent to all Google at IU users on Thursday, April 7, informing them of upcoming changes to the Google Services offered at IU. The mailing mentions that no action is currently required but encourages users to review their storage presence in Google. We are making you aware in case you encounter questions.
As mentioned below, another mailing targeted at those with more than 4GB of storage will be sent later. We will notify IT Pros when that mailing is sent, but we are also capturing all emails sent related to the Google Storage migration in the KB [1]. The impacted users are the same as the individual users listed in the Google Services Dashboard [2].
–IT Community Partnerships on behalf of the Google Storage Task Force
[1] https://kb.iu.edu/d/bhpi (log-in required)
[2] https://tableau.bi.iu.edu/#/site/prd/views/GoogleServicesDashboard/IndividualUserList?:embed=y&:tabs=no
~~~~~ Text of Direct Mailing ~~~~~
Due to increased pricing from Google, the amount of data Indiana University users can store in Google Drive will be changing at the end of this calendar year. While most of the IU community will not be affected by the new storage limits, you should be aware of these upcoming changes.
Is Google Storage going away?
Google at IU will remain available to you, and your account will continue to work as it does now, as long as your account remains under the limit. You will still have access to Google My Drive, Google Docs, Google Sheets, Google Slides, Google Meet, Google Chat, Jamboard, Chromebook management, and the majority of services Google offers.
What is the new limit for individual data storage?
The allotment for your individual Google at IU My Drive is 5 GB.
How do I know how much storage I’m using?
You can see your total Google at IU usage here: https://drive.google.com/settings/storage. Make sure you’re logged into your Google at IU account, rather than your personal Google account. Apps, services, and features that contribute to your usage include:
- Google Drive for individuals
- Google Photos for individuals
- Gmail at IU for students (Note: no action is needed here—student email will be migrating to Microsoft Exchange Online in May)
What should I do if I’m over the storage limit?
If you are using more than 5 GB, you will need to reduce your Google storage. Review what you have in your Google at IU account to see if there are files that can be removed or deleted, including files you no longer need, or large files like photos, videos, or music.
Why is this change happening?
Until recently, Google offered services to higher education institutions at no cost. Because of Google’s new caps on storage, the university must limit the total storage footprint used by all IU services in Google systems to avoid drastically increased costs.
You can find more information about the Google storage changes in this KB document.
Don’t worry—if your storage is near or over the 5 GB limit, you will receive another email with further information about how to handle moving your files. There will be a separate email with information for Google at IU Shared Drive owners and co-owners.
~~~~~ Today’s IT Pro Tip ~~~~~
The next EdCert training topic is CyberSec First Responder, April 11 to 15. Visit https://edcert.iu.edu to register by April 6.