GSuite - Find out more

Discover more about the upcoming changes to Google GSuite and how to move to other storage services

Why is the University reducing it's use of Google Drive?

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 in 2022.

What are the file storage and file collaboration options available for current University staff and students?

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.

What are the changes for alumni?

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

What Google Services are affected?

Google Drive, Docs, 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 Google mailbox is not included in the 1GB quota.

What do I need to do?

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

What about my Google Mail ( email account?

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.

How do I move my files?

Follow this link to instruction guides and videos.

What if I have information that is critical to the University that cannot be moved?

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. We will be providing guidance during 2022.

I have a personal Google Drive. Is this likely to be affected as well?

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

Will I be able to collaborate and share documents with external parties?

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.

What is the storage capacity of OneDrive and what if I need more storage?

OneDrive provides you by default with 1TB of storage. If your work requires more than 1TB of storage then there is the opportunity to request additional storage. This request will require approval.

Can I still use my University Home Drive (H:)?

In 2022 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.

What about other drive letters?

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

What happens with shared drives in Google?

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.

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