How to Clean Up Your Files to Get Under Quota

📘 Title: How to Clean Up Your Files to Get Under Quota
📅 Last Updated: May 27, 2025
Source: https://support.microsoft.com/en-us/topic/7-tips-to-clean-up-your-cloud-storage-d5faaff2-2f60-48db-8f36-4d5783a405c9

🚨 Why This Matters

You’re over your storage quota — this means you may not be able to save files, upload documents, or receive new emails. Here's how to fix it fast! 🔧

✅ Easy Cleanup Steps

1. ♻️ Empty the Recycle Bin

Deleted files still count until you fully remove them:

• Right-click Recycle Bin on your desktop → click Empty

• Sign in to OneDrive → Recycle Bin → Click Empty Recycle Bin

2. 🗑️ Delete What You Don't Need

Start with the “low-hanging fruit” 🍎:

• Duplicate files or backups

• Outdated PDFs or Word docs

• Video files from meetings, classes, or presentations

• Large ZIP or installer files (e.g. .exe, .iso)

3. 🤔 How to Decide What to Keep

Ask yourself these questions:

• 📅 Is this still useful?
  If you haven’t opened it in a year, it’s probably safe to delete.

• 📂 Is there a backup already?
  Don’t keep extra copies unless needed — delete duplicates.

• 📸 Is it a photo or video?
  These take up the most space. Move personal ones to your phone, USB, or Google Photos.

• 📈 Work-related?
  Only keep current versions. Archive old project files somewhere else if needed.

• 📥 Can I re-download it?
  If yes, delete it. Things like installers and lecture slides can be re-downloaded later.

4. 📦 See What’s Taking Up Space

Check where your biggest files live:

• Sort folders by size or last modified

• Check Downloads, Desktop, Documents, and cloud folders like OneDrive

• On OneDrive:
  https://portal.office.com → OneDrive → ⚙️ Settings → Storage Metrics

5. 📂 Move Files Somewhere Else

If you still need them, but not here:

• Use a USB stick or external hard drive

• Move to personal cloud

  • University of Waterloo Personal OneDrive Discount Program

• Transfer to your personal OneDrive (not your work/school account)

6. 🧹 Use Cleanup Tools

Let your system help:

• Windows: Search for Storage Sense or Disk Cleanup

• Mac: Apple Menu → About This Mac → Storage → Manage

💡 Bonus Tips

• Set a calendar reminder to do this every 3 months

• Try not to use your cloud/email as permanent storage

• Videos are usually the biggest files — target those first

🔗 Useful Links

• Microsoft Cleanup Tips:
  Free up drive space in Windows - Microsoft Support

• OneDrive Storage Metrics:
  Manage your OneDrive for work or school storage - Microsoft Support