Google has announced that there will be changes in their Workspace for Education storage. To learn more about this, please read Google's announcement: https://www.blog.google/outreach-initiatives/education/google-workspace-for-education/
UP mail (which uses GMail), Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, and other Google Workspace for Education apps will be affected as the previously unlimited storage will no longer be available to the academic community worldwide. With this upcoming change, UP is also commencing its transition for its users. Said changes in the storage space will take effect on July 15, 2023.
By July 15, 2023, each UP Mail user will be allocated with limited storage.
To assist you in your transition to the upcoming storage size changes, we recommend the following steps:
For more information to help you with the transition, please visit this page: How to Prepare for the New Google Workspace for Education Storage Limits
For inquiries and concerns related to this matter, please do not hesitate to contact your Constituent University’s IT Office/Unit. Their contact details can be found here: https://itdc.up.edu.ph/contact-us#cu-it-support
Starting July 15, 2023, each UP Google Workspace user will be given specific storage allocation. The following are the corresponding storage sizes according to the user type:
To have your UP Mail classified/tagged according to your current user type, please contact the local IT Office/Center of your Constituent University/campus. Their contact details can be found here: https://itdc.up.edu.ph/contact-us#cu-it-support
Other universities and academic institutions have been implementing their respective storage limits. For more information, click here.
Yes. All UP Mail accounts are included in this new storage quota or limit, as this is part of Google’s new policy.
For office UP Mail accounts, you can start managing and cleaning out your office UP Mail account to reduce the storage space usage. More information and tips can be found in the following links::
If you are both a student and an administrative staff or faculty or REPS of the University, the storage capacity of your account would correspond to your designation either as administrative staff, faculty, or REPS. To have your UP Mail classified/tagged according to your current designation, please contact the local IT Office/Center of your Constituent University/campus. Their contact details can be found here: https://itdc.up.edu.ph/contact-us#cu-it-support
When you still exceed your allotted Google Workspace storage limit, your account is affected in the following ways:
The new storage quota for UP Google Workspace accounts will take effect on July 15, 2023.
If you fail to migrate or backup your files/data before the implementation of the new storage quota takes effect, you might risk losing important files or data if you already exceeded your previous storage limit. Google provides only limited functionality to restore files. Likewise, the University will not be able to save a copy of all data or files before deletion.
Only files that are relevant to the academic, research, and administrative purposes of the University are allowed to be stored in your UP Google Workspace account. Personal files are NOT allowed to be stored in the UP Google account.
As an alternative, UP users can utilize the OneDrive feature of their UP Microsoft Office 365 accounts as storage of files for academic/administrative/research purposes. Here, email storage is 50 gigabytes (GB) and OneDrive storage is limited as of this time. For more information about Office 365 and how to request for an account, kindly see this link: https://itdc.up.edu.ph/services/software-services/microsoft-office-365-for-up
Please note that personal files are also NOT ALLOWED to be stored in your UP Microsoft 365 account.
Yes, a UP office can request for a Microsoft Office 365 account. Office accounts can use Outlook (Email), OneDrive, and Office on the cloud. However, they are NOT authorized to download and install MS Office for computers/devices. Only faculty and students are authorized to download and install MS Office for computers/devices.
Here, email storage is 50 gigabytes (GB) and OneDrive storage is limited as of this time. For more information about UP Microsoft Office 365, kindly see this link: https://itdc.up.edu.ph/services/software-services/microsoft-office-365-for-up
Regarding the use of UP Mail, storage, and other online services, all UP users must comply with the UP Acceptable Use Policy (AUP), which you can read here: Approved Acceptable Use Policy for Information Technology (IT) Resources of the UP System
No, the UP Google Workspace account SHOULD NOT be used to store personal photos and files. This will violate the UP Acceptable Use Policy (AUP), which you can read here: Approved Acceptable Use Policy for Information Technology (IT) Resources of the UP System
Yes, emails and email attachments count towards the amount of storage you use up. To check how much storage you are using in your UP Google Workspace, go to your Google Drive Storage Settings via this link: https://drive.google.com/settings/storage
Shared files are stored in your collaborator's Google Workspace and will not take up space in your account. Take note that files in your Google Drive which you save under "My Drive" take up your storage space. This includes files you created, such as Google Docs, Sheets, Slides, and Forms, in your "My Drive."
Data and files in your UP Mail (Gmail), Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, Google Photos, and other Google apps will be affected.
Yes, your Google Drive is affected, since inside this Drive are your files. You must ensure that the total storage size of the files contained in your Drive is within the limit.
When you still exceed your allotted UP Google Workspace storage limit, your account is affected in the following ways:
You can check your storage use by going to your Google Drive Storage Settings through this link: https://drive.google.com/settings/storage
You can use Google Takeout to begin downloading your data. Google Takeout is a free tool used to export Google data for backup. It supports multiple types of data including mail, Drive content, and calendars, among others.
For more tips on downloading your files, visit the How to download your Google data page.
For more tips on managing your storage, you can go to the Manage files in your Google Drive storage page. This page includes steps for:
For information about deleting and restoring files, go to the Delete and restore files in Google Drive page. This page contains the steps for:
Unfortunately, this is not possible. Users can purchase additional storage for their own personal Gmail accounts, not UP Mail accounts.
At the moment, no, users cannot request additional storage until all the UP Mail accounts have normalized and are within their respective storage quota limits.
Currently, there is no seamless way yet to transfer data from the UP Google Workspace account to personal email accounts. The data needs to be first downloaded via Google Takeout and then uploaded to the personal email account.
For more information to help you with the transition, please visit this page: How to Prepare for the New Google Workspace for Education Storage Limits
Emails are not affected, but email attachments are affected by the storage quota.
For more inquiries and concerns, please contact your Constituent University’s IT Office/Unit. Their contact details can be found here: https://itdc.up.edu.ph/contact-us#cu-it-support
