GSuite - Find out more

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

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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.

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.

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

What are the changes for alumni?

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

What Google Services are affected?

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 Google mailbox is not included in the 1GB quota

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

Does this mean a change for my AEM form?

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.

Where in the world does Google store my information?

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.

What about using Google Docs as a collaboration in Canvas?

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.

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.

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.

How do I move my files?

Follow this link to instruction guides and videos.

Why does my Google Drive storage not drop even once I've removed files?

Check out the information here

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. 

I have a personal Google Drive. Will this be affected as well?

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

Does this change affect Google Sites?

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.

Does this change also affect Google Photos?

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.

Does this affect YouTube channels?

No, it doesn't affect YouTube channels.

Will I be able to collaborate and share documents with people outside the University?

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.

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

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.

Can you delete my Google drive contents for me?

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.

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.

My question isn't answered above

Check one of the following pages:

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: