Quick Links

Managing OneDrive Storage

With your Conestoga College account, you get access to Microsoft 365 applications and storage, this includes Microsoft OneDrive, a convenient online storage environment which makes it easy for you to access, share, and collaborate on your files across the internet, anywhere, anytime.

OneDrive "Spring Cleaning" this April and May 2025

The college aims for all employees to reduce their OneDrive file size to below 25GB within the next few months. This may impact your existing resources, but IT is available for support though this transition. Several drop-in sessions have been scheduled to provide guidance and answer questions on the topic of OneDrive cloud storage:

Like most modern technology systems, OneDrive will require occasional maintenance and care, so that you have the best experience possible. We’ve provided some guidelines for you below along with a “handy chart” outlining what you can do regularly to help maintain your OneDrive. These resources will help you manage your storage effectively and ensure optimal usage within your allocated capacity.

Coming Soon!

On July 25th, IT&S will be implementing "Automatic Version History Management" on OneDrive. This will help keep our file versions managed and allow for better online storage utilization for every user across Conestoga College. Versions will be kept based on the length of time that the file has been in existence. For example, all versions will be kept if the file is up to 30 days old, if the file is between 30 and 60 days old, hourly versions will be kept, if the file is between 60 and 180 days old, daily versions will be retained, and beyond 180 days, only weekly versions will be retained.

Automatic Version History Management - Intelligent Versioning

OneDrive's automatic version history management allows users to revert to previous versions of files, even if they've been accidentally modified or deleted. This feature is enabled by default and helps with data recovery and collaboration tracking, ensuring that changes are tracked and older versions are easily accessible.

OneDrive automatically saves versions of your files whenever you make changes, ensuring that every edit is recorded.
You can access a detailed history of your files, including timestamps and the users who made the changes.
You can easily restore a previous version of your file to replace the current one, effectively undoing unwanted changes.
Version history also helps track changes made by different users when collaborating on a document, enabling you to see who made which changes.
Version history works with all file types, including Microsoft 365 files, PDFs, CAD files, photos, videos, and more.
OneDrive can also use an intelligent algorithm (often referred to as "intelligent versioning") to manage file versions. This feature optimizes storage by trimming older, less critical versions while preserving those deemed important for recovery. For example, minor edits might be removed while major changes are retained.

Guidelines for Maintaining and Managing OneDrive Storage

Regularly Review and Delete Unnecessary Files: Periodically, go through your files and delete any that are no longer needed. This includes old documents, duplicate files, and large files that are no longer in use.
Organize Files into Folders: Create a structured folder system to keep your files organized. This makes it easier to find and manage your files when needed.
Use OneDrive's Storage Management Tools: Utilize OneDrive's built-in tools to check your storage usage and identify large files that are taking up space.
Empty the Recycle Bin: Regularly empty the OneDrive recycle bin to permanently delete files and free up storage space, it’s like the recycle bin on your computer.
Compress Files: Compress large files before uploading them to OneDrive to save space.
Use Selective Sync: Choose which folders to sync to your device to save local storage space on your computer.

Regular Review Activities

Activity	Frequency	Steps	Expected Impact/Outcome
Review and delete unnecessary files	Monthly	Open OneDrive. Go through your files and delete any that are no longer needed. Empty the recycle bin.	Frees up storage space and keeps your OneDrive organized.
Organize files into folders	Quarterly	Create a folder structure. Move files into appropriate folders. Rename files for clarity.	Makes it easier to find and manage files.
Check storage usage	Monthly	Open OneDrive. Go to Settings > Storage. Review storage usage and identify large files.	Helps identify large files that can be deleted or compressed.
Empty the recycle bin	Monthly	Open OneDrive. Go to Recycle Bin. Click Empty Recycle Bin.	Permanently deletes files and frees up storage space.
Compress large files	As needed	Select the files to compress. Right-click and choose Compress. Upload the compressed file to OneDrive.	Saves storage space by reducing file size.
Use selective sync	As needed	Open OneDrive settings. Go to Account > Choose folders. Select the folders to sync.	Saves local storage space by syncing only necessary folders.

By following these guidelines and performing these regular review activities, you can effectively manage your OneDrive storage and ensure that you are using your space efficiently.

Some useful links to Microsoft OneDrive Information

OneDrive help & learning (Note: 1 TB storage is available to full M365 Business, Family, or Personal subscriptions only)

OneDrive video tutorials - Microsoft Support

Microsoft 365 Education – Pooled Storage Limits | Microsoft Learn

Compare All Microsoft 365 Plans (Formerly Office 365) - Microsoft Store (Looking for a paid subscription to augment your educational license and get access to 1 TB of OneDrive storage)

As always, if you need anything else, have questions, or require further assistance, please contact the IT Service Desk, our hours, locations, and contact methods can be found here, we’re happy to help!