hey there matt here with the google
workspace team and today i'm going to
show you how you can take advantage of
the top storage management tools
available in the google admin console
let's get started
starting from the admin console home
page you'll be able to find a new
category called storage from the main
page or menu click storage to get to
your storage summary this is your new
storage landing page
this page is a summary of how your group
team or organization is using storage
across google workspace products
workspace uses pool storage or simply
storage that each member of your group
team or organization shares with one
another by default
the first thing to notice on this
landing page is your workspace storage
summary here you can see how much
storage everyone is using across all
workspace products and how much is left
based on your workspace subscription and
number of users from here there are
categories for each product for example
google drive photos and gmail you can
hover over each of these product
categories to see a detailed breakdown
of how much storage everyone is using
and how much remains
your total storage amount is calculated
by your subscription and how many users
are on your subscription
this number is the maximum amount of
storage all of your users combined can
use also known as the organization
storage limit below your storage summary
there are three cards the first storage
settings is how you manage storage
limits across your workspace we'll dig
into that in a moment
next to that is users using the most
storage here you'll get a snapshot of
who's using the most storage in your
workspace
you can click on a user's name to
navigate to their user detail page and
get a breakdown of how much storage
they're using
please note for privacy an admin will
never be able to see a user's individual
documents just a summary of how much
storage their documents and files are
using the third is share drives using
the most storage this works in a similar
manner to the previous but allows admins
to manage storage usage and share drives
across their organization we'll talk
more about this later in the video let's
click on manage under storage settings
by default you'll see the storage limit
settings for your entire organization
you can change this view on the left
under organizational units under storage
use and settings you can adjust user
storage limits by default the setting is
turned off this means that everyone in
your workspace won't have storage limit
indicators in any workspace products
however your pooled storage limit will
always apply by turning this limit on
you'll be able to specify how much
storage each person in an organizational
unit will have also known as the
individual storage limit because we have
our root organizational unit selected by
turning on this 10 gigabyte storage
limit all users in my google workspace
will have a 10 gigabyte individual
storage limit you can take this approach
and modify storage limits for different
groups and organizational units
so if i instead wanted to have members
of the marketing organizational unit to
have more storage i can add an
individual storage limit of 20 gigabytes
for all users in this specific
organizational unit this storage limit
will then override the base storage
limit of 10 gigabytes for members of
this organizational unit to 20 gigabytes
additionally we can also add individual
storage limits to groups for example
within the marketing organizational unit
i have a few photographers who need more
storage than other users in this case i
have a group name photographers already
created so i'll turn on a storage limit
of 500 gigabytes to this group now
anyone in or added to this group will
automatically inherit a 500 gigabyte
storage limit
the group names i used are just examples
you can apply this methodology to
override and give anyone more or less
storage group storage limits will always
override organizational storage limits
and you can arrange which groups
override each other via group settings
now that we have applied storage limits
let's take a look at our user directory
here you'll see that there are new
columns named storage used and storage
limit
if you don't see these you can toggle
the view for these columns under the
settings icon in the top right hand
corner of the table take notice of which
users are approaching or may have
already reached their limit let's take a
look at a specific user at the top of
the user detail page is a breakdown of
how this specific user is utilizing
storage across workspace and like before
i can examine the categories to
understand how much they are using by
product additionally i can see where
this user is inheriting their storage
limit in this case it's from the root
organizational unit this user is
actually a photographer so i'm going to
add them to the photography group so
that their storage limit is increased to
500 gigabytes and can utilize more
storage as necessary
moving over to managing share drives
from the storage landing page we can
navigate to all share drives by clicking
view all shared drives
here we'll see share drives arranged by
storage used for most the least similar
to user specific documents and files
admins can never see the files in a
shared drive unless that drive or file
has been shared with them specifically
should you want to free up space admins
can delete a shared drive directly from
this page by mousing over the desired
share drive clicking the more option and
selecting delete share drive please note
that this action is permanent and should
only be used when absolutely necessary
in this video we demonstrated some of
the top features for managing your
google workspace storage for more
information on managing storage visit
the google workspace admin help center