ehelp Google Apps
Due to a recent Google policy change that will affect all higher education institutions, Google Drive storage for Lawrence Technological University will no longer be unlimited. We will have a 100 TB pooled storage for the entire University.
As a University we are currently using 200+ TB Google Drive storage and are trying to it bring down to 85 TB. Achieving that 85 TB of pooled storage will bring us under the 100TB limit we have as a whole university, otherwise Google will not allow anyone to send email or upload anything to Google Drive.
With these changes, it is time do some Fall cleaning to help reduce our Google Drive usage and meet our 85 TB goal. To help, delete or download any files from your Drive you are no longer using. When you download the files you can upload them to other clouds, personal Google Drives, or save them on an external hard drive. Delete email with large file attachments and old email conversations.
For Alumni Information
If you are an Alumni go to Google Storage for Alumni to get further information regarding your the access of Google Mail and Google Drive
For assistance or Questions
Contact the Help Desk at 248.204.2330 or helpdesk@ltu.edu or eLearning at elearning@ltu.edu
Below you can find a basic list of what files counts towards the Google Drive storage, as well as, tips to help you get started cleaning your Drive, Email, and Photos.
You can learn more about this policy change on Google’s blog: blog.google/outreach-initiatives/education/google-workspace-for-education .
What Counts Towards Google Drive Storage
- Google Docs
- Google Sheets
- Google Slides
- Google Drawings
- Google Forms
- Jamboard
- Google Email
- Google Photos
- PDFs
- Images
- Videos
- Audio
- Adobe files
- Audodesk files
- Word Documents
- Excel Sheets
- PowerPoint Slides
- Other Application Files
Cleaning Google Storage Tips
View total storage used on account:
- Go to https://drive.google.com/settings/storage
- View the storage used by Drive, Email, and Photos
You can also check the total amount of storage by going to your Google Drive and clicking Storage at the bottom left
Ensure all currently used files are owned by current users otherwise they may go away when old accounts are removed:
- Go to https://drive.google.com/drive/u/0/shared-with-me
- Address any files that:
- Do NOT have the "Belongs to shared drive" icon next to the file
- Have users in the "Shared by" column that are no longer active at the University
View current drive storage and remove files no longer needed:
- Go to: https://drive.google.com/drive/u/0/quota
- The arrow next to the column should be pointed down to show the largest files first as the default. If for some reason it does not, you can click on the "Storage used" Column to sort it so it does
Emptying Trash
If you notice that the storage used number is not going down, this is because you need to Empty the Trash in Google Drive.
To do this:
- Go to your Google Drive
- Click on Trash on the left-hand side
- Once in the trash location click on Empty trash at the top right.
Search for and remove large emails that are no longer needed:
- Go to https://mail.google.com/
- Within the "Search all conversations" box at the top, type larger:10M and press enter to search
- If this returns a lot of emails, you can start higher by replacing "10" with a higher number to find even larger files
- Delete any emails that are no longer needed
- If the email is part of a thread, you can also delete just the original message with the large attachments while retaining the other communications in the thread. This is done by clicking on the thread, clicking the email in the thread that contains the attachments (which have a paperclip at the top of the message), clicking the three dots to the right of that message, and selecting "Delete this message".
Google Photos is the home for all your photos and videos, automatically organized and easy to share. These images and videos are located separate of the ones in Google Drive, but they still count towards your Google Drive Storage.
View photos located within the account:
- Go to https://photos.google.com
- Locate photo to be deleted
- Hover over image and click the checkbox that appears in the top right of the image
- Click the Trash icon located in the top right of the screen
- If a warning box may appear regarding "Moving items to trash", click "Got it" to proceed
- Click Move to Trash
Additional tips from Google - https://support.google.com/drive/answer/6374270?hl=en
FAQ
Previously, Google Workspace for Education was a free service provided to qualified education institutions. It offered unlimited storage and access to their various offerings including Gmail and Drive (Docs, Sheets, Slides, etc.) as well as other Google services. As of 2021, Google has announced that it will be implementing a storage limit on all higher education institutions.
Google is expecting LTU to reduce our storage to 100 TB or under. The 100 TB is a pooled storage for the entire University.
You can learn more about this policy change on Google’s blog: blog.google/outreach-initiatives/education/google-workspace-for-education .
As an institution, we currently utilize over 200 TB of storage at Google.
As of now, Google has not provided a way to purchase additional storage and has stated that this is not something they will be looking to offer for some time.
Students currently enrolled in the university
Students currently enrolled in the university will continue to have access to Google services, however, unlimited access to Google storage will no longer be available.
Staff currently working at the university
Staff currently working in the university will continue to have access to Google services, however, unlimited access to Google storage will no longer be available.
Faculty currently working at the university
Faculty currently teaching in the university will continue to have access to Google services, however, unlimited access to Google storage will no longer be available.
Alumni
Alumni will continue to have access to Gmail. For more information for alumni please visit our webpage: Google Storage for Alumni
You can transfer or move your files by following the instructions below:
- To download and save files to a hard drive, go to https://support.google.com/drive/answer/2423534
- To move your files to a personal Gmail account, go to https://support.google.com/accounts/answer/6386856
No. Google does not provide that functionality.
Unfortunately not. Google gives us the ability to control external sharing, but there are no settings to allow ownership transfer outside the organization.
Lawrence Tech University offers the GSuite for Faculty, Staff, and Students. The GSuite provides apps for Collaboration, Communication, and Organization. Visit LTU Gmail to learn more about logging into your email account.
- Access to email from any Internet connection
- Unlimited Storage for Gmail, Google Drive, and Google+ Photos
- Improved spam blocking
- Document storage and sharing with others
- Calendar events that are easy to create and share
- Web based text chat within email window
- Client based video chat
- Advanced Google search technology
Applications
Google Calendar is an Internet calendar that lets you keep track, create, manage, and share your own events and share your calendars with others. It's the ideal tool for managing both departmental and individual schedules. It is both simple to use and very powerful.
Calendar Quick Reference Guide
You may find support for Google Calendar on Google's main site.
Google Chat is a powerful way to communicate. You can start a message with one or more contacts; create a room for ongoing conversations with groups of people; and use bots to help automate your work.
Chat works in your computer browser and on mobile apps for Android and iOS. Chat keeps all your messages in sync no matter which devices you use, even if you switch between them.
You may find support for Google Chat on Google's main site.
Google Drive lets you store and access your files anywhere -- on the web, on your hard drive, or on the go. Now your files go everywhere you do. Change a file on the web, on your computer, or on your mobile device and it updates on every device where you have installed Google Drive. Share, collaborate, or work alone: your files, your choice. Drive integrates seamlessly with Docs, Sheets, and Slides, cloud-native apps that enable your team to collaborate effectively in real time. Create and share content with your team on Day 1, with no need to migrate from existing tools.
You may find support for Google Drive on Google's main site.
Commonly asked questions in Google Drive:
- How do I share files or videos ?
Google Docs brings your documents to life with smart editing and styling tools to help you easily format text and paragraphs. Choose from hundreds of fonts, add links, images, and drawings. Access, create, and edit your documents wherever you go — from your phone, tablet, or computer — even when there's no connection. With Google Docs, everyone can work together in the same document at the same time. All your changes are automatically saved as you type. You can even use revision history to see old versions of the same document, sorted by date and who made the change.
You may find support for Google Doc on Google's main site.
Manage event registrations, whip up a quick poll, collect email addresses, and much more. Choose from a bunch of question options, from multiple choice to dropdowns to a linear scale. Add images and YouTube videos, or get fancy with page branching and question skip logic. Responses to your surveys are neatly and automatically collected in Forms, with real time response info and charts. Or, take your data further by viewing it all in Sheets.
You may find support for Google Forms on Google's main site.
Google Meet makes it easy to start a secure video meeting. Join from any modern web browser or download the app, and you're ready to go. With a Google Account can create an online meeting with up to 100 participants and meet for up to 60 minutes per meeting.
You may find support for Google Meet on Google's main site.
Google Sheets makes your data pop with colorful charts and graphs. Built-in formulas, pivot tables and conditional formatting options save time and simplify common spreadsheet tasks. Access, create, and edit your spreadsheets wherever you go — from your phone, tablet, or computer — even when there’s no connection. With Google Sheets, everyone can work together in the same document at the same time. All your changes are automatically saved as you type. You can even use revision history to see old versions of the same document, sorted by date and who made the change.
You may find support for Google Sheets on Google's main site.
Google Slides makes your ideas shine with a variety of presentation themes, hundreds of fonts, embedded video, animations, and more. Access, create, and edit your presentations wherever you go — from your phone, tablet, or computer — even when there’s no connection. With Google Slides, everyone can work together in the same document at the same time. All your changes are automatically saved as you type. You can even use revision history to see old versions of the same document, sorted by date and who made the change.
You may find support for Google Slides on Google's main site.
Accessibility in Google
Below are some helpful guides to improve the Google experience for all of your students.
Make your document or presentation more accessible