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Update on Microsoft 365 Storage Limit: Email & OneDrive

Microsoft has recently announced “Changes to storage offerings across Microsoft 365 Education.” These changes to cloud storage limits have a substantial impact on higher education institutions worldwide, including CUHK. As a result, several measures will be implemented to address the changes. 

The storage limit of your email box and OneDrive will be reduced, and email online archive will be enabled to accommodate the revised terms of Microsoft 365.

Email Online Archive will be enabled (commencing May 2025):

Email Online Archive automatically transfers emails, Notes, Calendar and Tasks older than 2 years to the online archive (a new mailbox named “In-Place Archive” in Outlook).  This new mailbox has same folder structure as the primary mailbox.  As this new mailbox does not occupy space in the primary mailbox, it frees up storage and improves loading time.

Auto-removal of deleted items will be enabled

Deleted items will be auto removed permanently from the Deleted Item Folder after 30 days.

Revised storage limit (commencing Jun 2025):

Group  Staff Students   Project Accounts User Guide
Email Storage Limit 50 GB  10 GB  10 GB  Check Email Storage Usage
OneDrive Storage Limit To be announced To be announced To Be Announced Check OneDrive Storage Usage

Further information

Some easy tips here to help you manage email storage size to stay within the limit:

  • Check Email Storage Usage
  • Remove old emails from your mailbox regularly.
  • To send large attachments securely, e.g. files, photos, videos, instead of sending as an attachment, save the files on OneDrive/SharePoint first and share the link of the file/folder in email.
  • Empty Deleted Items Folder regularly, though items are auto removed after 30 days.
  • Empty Junk Email Folder regularly.
  • Avoid Cc yourself when sending an email, as a copy is available in Sent Items Folder.
  • Check OneDrive usage and optimize your storage space
  • Delete or move files you’re not using anymore in OneDrive, such as: 
    • Old or unnecessary files
    • Large files you don’t need anymore (i.e. videos)
  • Store your personal files separately from work files, such as music, by saving them to other devices such as hard disk or other cloud storage.

The following are some, but not limited to, cloud storage options available in the market. Please visit corresponding service link for their subscription plans. Be mindful of data security and confidentiality when using public cloud storage services.

  1. Microsoft License Plan for Education (For Departmental and Project accounts only)
  2. Microsoft Personal OneDrive (5 GB free cloud storage)
  3. Google Personal Drive (15 GB free cloud storage)
  4. iCloud (5 GB free cloud storage)
  5. Dropbox (2 GB free cloud storage)
  6. Box (10 GB free cloud storage)
1. Who is impacted by the Storage Reduction? 
All account holders are impacted in this change. 
2. Can I purchase additional storage?
Details to be announced.
3. What solution for departmental/project accounts for additional storage?
Details to be announced.
4. Are there any changes to sharing and collaboration features?
If you exceed your OneDrive quota limit, you can still share documents with others using OneDrive. However, shared documents will only be accessible to others in read-only mode.
5. How do I download my files from OneDrive to another repository?
Please go to here for more details you need to know.
6. I deleted files by mistake! What can I do? 
Don’t worry if you mistakenly delete OneDrive files. As OneDrive has a helpful feature that allows you to restore deleted files within 30 days from the recycle bin. So, you can easily retrieve those files if needed. 

 

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