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Managing SharePoint Storage Space on your Microsoft365


With over 200 million users, SharePoint is one of the leading cloud-based content management platforms powered by Microsoft. SharePoint is assisting thousands of organizations in managing corporate content, creating websites, and storing and organizing data from any device. Over years, the role of SharePoint in Microsoft 365 has evolved greatly. Today it is not just considered the platform for site creation and management, but it is also the main storage platform for Microsoft 365.

Owing to the growing evolvements around SharePoint Online, it is becoming challenging for admins to keep pace with new/enhanced features and manage storage space rightly. Therefore, this blog is meant to assist in managing SharePoint storage space and discuss the steps to set up site storage limits.

SharePoint Storage Space on Microsoft 365 – Brief Overview

For Microsoft 365 users, SharePoint acts as the backbone for data management and content collaboration in the modern workplace. This implies that organizations need a substantial amount of SharePoint storage space for efficient workflows. However, the SharePoint storage limit of your organization depends on the licenses count. For example, if you are subscribed to Microsoft 365 Business Standard, then you get 1 TB of total storage along with an additional 10 GB per license. The below table provides a comprehensive view of the SharePoint storage limits based on different subscription plans of Microsoft 365.

 Sharepoint Chart

In case your organization ran out of storage space, then it can get SharePoint additional storage if your plan is eligible for it. So, if you see Office 365 Extra File Storage as the add-on in the list, then it means your plan is eligible for office 365 extra file storage. Next, let's discuss how to view total and available storage space and set up site storage limits rightly.

How to View Total and Available Storage Space?

Follow the below steps to learn how to check storage space in SharePoint 365:

  1. From the admin center of SharePoint, go to Active Sites and log in using an account that holds admin permissions.
  2. From the top right side of the screen, you can see the total storage and available storage of your subscription.

If you want to check the amount of storage used by a site, then follow the below steps:

  1. Sign in as an administrator in your Microsoft 365 environment.
  2. Click "Admin" and then click "Show all".
  3. Click "Reports" and then click "Usage".
  4. Scroll down until you see the SharePoint Files section and then click "View more".
  5. Lastly, click "Site usage" and there you will see a graph of the amount of storage used.

Steps to Set Site Storage Limits (Manual & Automatic)

The storage space of SharePoint Online is available to all sites from a central pool. So, sites can draw as much storage space as they need. However, you can set a SharePoint storage limit for sites to manage your resources effectively. Follow the below steps to do it:

  1. From the admin center of SharePoint, go to Settings and log in using an account that holds admin permissions.
  2. Set up site storage limits to either Automatic or Manual and then click "Save".

Steps to Manage Site Storage Limit of Individual Site

If you have set the site storage limit as manual, then you can also set up storage limits for individual sites. Follow the below steps to do it:

  1. From the admin center of SharePoint, go to Active Sites and log in using an account that holds admin permissions.
  2. Click a site and then click "Edit" under the storage limit.
  3. Enter the storage limit you want to set for that site in GB.
  4. Tick the "Allow notifications" checkbox to ensure that you receive an email when the storage space reaches the limit.
  5. Once all settings are set up, click "Save".

Final Words

Organizations are actively using SharePoint to have streamlined corporate content management. However, managing the SharePoint storage limit is also a struggle for organizations and should be handled smartly. Moreover, if you suspect that the storage shown in the admin center of Microsoft 365 is less compared to what you should have, then you should run the diagnostic tool. The tool will detect any troubles with your storage quota of SharePoint Online tenant and also present the allocation of the quota.

Call our CARE Team to request for assistance to setup, configure or manage your Office365 Sharepoint.