How to Check Your Google Workspace Storage Usage

Understanding Google Workspace Storage

Your Google Workspace storage is shared between:

• Gmail (emails and attachments)
• Google Drive (files and folders)
• Google Photos (if linked)

Your organisation may have a storage limit per user or pooled storage.

Checking Your Storage Usage

Method 1: Google Drive

• Go to drive.google.com
• Look at the bottom left of the sidebar
• You will see "X GB of Y GB used"
• Click it for more details

Method 2: Google One

• Go to one.google.com/storage
• See a breakdown by service
• View what is using the most space

Method 3: Account Storage

• Go to myaccount.google.com
• Click Account storage
• View detailed breakdown

Understanding the Breakdown

The storage page shows:

• Drive: Files you own
• Gmail: All emails including attachments
• Photos: If synced to your work account

Click each service to see what is using space.

Finding Large Files in Drive

Step 1: Open Storage View

• Go to drive.google.com/settings/storage
• Or click "Storage" in the Drive sidebar

Step 2: Sort by Size

Files are automatically sorted by size, largest first.

Step 3: Review and Delete

• Click a file to preview
• Right-click to delete
• Consider downloading important files before deleting

Finding Large Emails in Gmail

Method 1: Search by Size

In Gmail search bar, type:

• `larger:10M` - finds emails over 10MB
• `larger:5M` - finds emails over 5MB
• `older_than:2y larger:5M` - old large emails

Method 2: Review and Delete

• Review each large email
• Download attachments if needed
• Delete the email
• Empty Trash to reclaim space

Emptying Trash

Deleted items still count against storage until:

Google Drive

• Open Drive
• Click Trash in sidebar
• Click Empty Trash at the top

Gmail

• Open Gmail
• Click More then Trash
• Click Empty Trash now

Note: Trash empties automatically after 30 days.

Reducing Storage Usage

In Drive

• Delete old or duplicate files
• Remove files from "Shared with me" (they do not count, but declutter)
• Convert files to Google format (Docs, Sheets) which don't count against quota
• Use Shared Drives for team files (uses organisation quota)

In Gmail

• Delete emails with large attachments
• Unsubscribe from newsletters
• Regularly empty Trash and Spam

In Photos

• Unlink Photos from work account
• Delete old or duplicate photos

Storage Tips

• Google format files are free: Convert Word/Excel to Docs/Sheets
• Shared files only count once: For the owner
• Shared Drive files: Count against organisation, not individual quota
• Regular cleanup: Schedule monthly storage reviews

Need More Storage?

If you consistently run out of space:

• Review if files can be archived
• Check if Shared Drives are available
• Contact IT about storage quota increases

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.