GSuite - Find out more

We have been recently informed of worldwide changes in Google’s policies around the use of Google Drive. They will only be providing the University with a storage allocation that is less than 10% of what we currently use.

Google Drive has been a good option for file storage to date, however the ability to provide support to staff and students using Google Drive is limited. The costs associated with long term use of Google Drive is not sustainable for the University under the policy changes made by Google.

We need to be purposeful about rationalising, modernising and renewing our technology estate and the way we provide services, so that we can continue to grow and improve in a sustainable way. We must shrink how much we store in Google Drive dramatically.

For University work we recommend OneDrive for files that you're working on yourself or with a small number of collaborators.

For staff members who are collaborating in a larger group we recommend Microsoft Teams.

If you are a researcher then you can request an institutional Dropbox for Research.

For your personal, non-University files you will need to arrange your own storage service that suits your needs.

Check out the latest information on Google GSuite changes for alumni.

Google Drive, Photos, Docs, Sites, Sheets, Slides, plus other less used applications including AppSheet, Drawings, Calendar, Chat, Forms and Meet are all part of the 1GB quota. Google Shared Drives will also need to be shrunk. Your @aucklanduni.ac.nz Google mailbox is not included in the 1GB quota. 

We will be enforcing mailbox quotas on the top 1% of gmail users.

No. There is no change to AEM forms. Currently all existing and new forms on the intranet and University website are stored in Google Drive at a location chosen by their creator. The form sizes are small enough not to be worth the effort moving to another service currently.

Google will store your information at any one of it's datacentre's worldwide. You have no ability to choose or even know the location. Microsoft is contractually obliged to store your University of Auckland OneDrive information only in it's Australian datacentres.

Most Google Docs are very small, so you should be able to continue using this. You now have the ability to use OneDrive in Canvas.

You will need to start thinking now about what files you need to keep, and where they should be kept. 

• Research-related files should be moved to the Research Hub    
• Study-related or work-related files should be moved to your University OneDrive account
• Personal files must be deleted or moved to your own personal file storage platform
• Think about where you create new files. Where possible, move away from using Google Drive, Google Docs, Sheets, Forms or Slides

Your University gmail account will be unaffected while you are a staff member or enrolled at the University. If there are changes to alumni services these will be communicated well in advance.

If you are in the top 1% of Gmail users then you will need to reduce your usage. If you are affected we will contact you and provide at least 1 month for you to reduce to the quota.

Follow this link to instruction guides and videos.

Check out the information here

We need to be pragmatic. The goal is reducing the storage we consume dramatically. There will be files that cannot move for overarching important business reasons, but that doesn't mean that all files in a folder could not be moved. 

No, your personal Google Drive is not affected by this change.

Yes. Google Sites stores it's webpages in your Google Drive, so it not only counts against your storage but you must copy the site before you leave the University otherwise it will be deleted.

Yes. Google Photos is also included with Google Drive in the combined 1GB quota we will be enforcing. To move your Google Photos follow these Google Photos migration instructions.

No, it doesn't affect YouTube channels.

Yes, you will be able to share and collaborate with external parties using OneDrive. You just need to send them a link to access and edit any shared documents. Note that when you move files from Google Drive to OneDrive any existing sharing or links will be lost and need to be reshared.

From the end of 2023 we will begin the process to discontinue the use of University home drives. This is normally known as H: on Windows computers. We will be using OneDrive as the replacement service except for cases where a local drive is required. Please do not move files from Google to your University Home Drive – you will just need to move them again.

Yes - we can delete your entire Google Drive contents for you once you've copied them elsewhere. Just fill in the form at the bottom of the page. Unfortunately we have no ability to delete your photos. You will need to do this yourself using these instructions.

Other drives outside H: and Google Drive are unaffected by this change.

We also need to reduce the storage used in Google shared drives. We will work and communicate directly with the owners of Google shared drives.

Check one of the following pages:

• Current Students
• Current Staff
• Ex-Staff and Ex-Students

If you have read the relevant page, and the FAQ page but your question isn't covered you can also contact the team using the relevant form:

• Request form for current staff members
• Request form for students, alumni and previous members of staff