Table of Contents
What Changes are Occurring?
Microsoft updated its terms for WSU Microsoft 365 services, reducing the university’s total available storage and expanding what counts toward the overall storage allocation. To align with contract and university funding changes, WSU is adjusting individual and shared Microsoft storage allocations to remain within the new overall allocation and manage resources responsibly.
When?
Storage reduction changes will be implemented April 15, 2026 and will impact WSU students, faculty, and staff.
| Date | Change |
|---|---|
| February 25 2026 | Early warning message notifications for users nearing storage quotas will begin |
| April 15 2026 | Quotas are implemented |
Outlook (Email)
Mailbox Limits
| User Group | Limits |
|---|---|
| Students | 1 GB |
| Faculty & Staff | 10 GB |
| Emeriti Faculty | 10 GB |
| Affiliates & Hourly Hourly Employees | 500 MB |
| Shared Rooms & Equipment Mailboxes | 500 MB |
If You Exceed the Limit
- You cannot send or receive email until space is freed.
How to Manage Storage
- Check your mailbox size regularly.
- Move emails to your Online Archive.
- Delete items in Deleted Items.
- Save important attachments to your device.
- Follow WSU records retention requirements.
Online Archive
- No changes to archive size or behavior.
- Emails older than 6 months move to your archive automatically.
OneDrive
Storage Limits
| User Group | Limits |
|---|---|
Students | 1 GB |
| Faculty & Staff | 10 GB |
| Emeriti Faculty | 10 GB |
| Affiliates & Hourly Employees | 1 GB |
If You Exceed the Limit
- You cannot upload, edit, or sync new files until space is available.
How to Manage Storage
- Review your OneDrive usage.
- Delete unnecessary files/folders.
- Download files to a secure local location.
- Follow WSU records retention policies.
Teams and SharePoint
Storage Limits
| Site | Limits |
|---|---|
| Teams sites, SharePoint Sites, Microsoft 365 Groups | 5 GB default |
- Departments may request additional storage.
If You Exceed the Limit
- You cannot create or upload files until space is freed.
Storage Allocation for Users with Multiple Roles
Allocations are assigned based on a user's primary role, as determined in Workday and/or myWSU.
The following table outlines storage allocations for users who have an active student affiliation combined with an active employee affiliation:
| Active Affiliation 1 | Active Affiliation 2 | Outlook Storage Allocation | OneDrive Storage Allocation |
|---|---|---|---|
| Student | Administrative Professional | 10 GB | 10 GB |
| Student | Civil Service | 10 GB | 10 GB |
| Student | Faculty | 10 GB | 10 GB |
| Student | Assistantship | 1 GB | 1 GB |
| Student | Hourly | 1 GB | 1 GB |
| Student | Courtesy | 1 GB | 1 GB |
| Student | Affiliate | 1 GB | 1 GB |
- Starting Feb. 25, 2025, Microsoft will begin sending warnings when users reach 90% of their new storage limit.
- Early alerts help users prepare before the reduced limits are enforced.
- After limits take effect, in‑app notifications will continue to appear.
- Microsoft will display automated warning messages, and an example image is provided for reference.
- Below is an example image of a warning message for OneDrive/SharePoint/Teams:
- Below is an example of a warning message for Outlook:
Deleting Data
- Follow WSU records retention policies and state/federal regulations when deleting data. Contact your department or local IT support for guidance.
For record series requirement, review retention schedules or contact your records coordinator via your supervisor.
- If something is deleted accidentally, restore it from:
- Deleted Items (Outlook)
- Recycle Bin (OneDrive)
Microsoft account: Items auto‑delete after 30 days. If the bin is full, the oldest items delete after 3 days.
Work or school account: Items auto‑delete after 93 days.
Additional Questions
Storage for PhD Students with Continuous Doctoral Status (CDS)
- Storage is assigned based on your overall affiliation in university records.
- Students -> student allocations
- student employees -> employee quotas.
Requesting Storage Allocation Exceptions
- Work with your department if you need additional Microsoft storage.
Guidance on External Storage Vendors
- Departments should coordinate with local IT support.
- Information Security Services can help ensure vendor choices meet WSU security and privacy standards.
Support
Tracking Storage Usage
- A storage usage dashboard is available to Area Technology Officers (ATOs).
- Contact your ATO for storage details for users in your area.
For Support
Reach out to your local IT support team.
Additional help: Crimson Service Desk
Email: crimsonservicedesk@wsu.edu
Phone: 509‑335‑4357