This article provides detailed methods and strategies to reduce and maintain Microsoft Teams storage usage. It includes instructions for managing files, removing unnecessary data, and optimizing shared resources.

Why Teams storage management is important

• Performance improvement: Freeing up storage ensures Teams remains fast and responsive, avoiding slowdowns caused by excessive data.
• Storage optimization: Microsoft 365 allocates limited storage to Teams; managing usage ensures you stay within your quota.
• Compliance and security: Proper file management practices enhance compliance with university policies and prevent accidental data sharing.
• Searchability: Removing outdated files and redundant data makes it easier to locate important resources.
• Collaboration efficiency: Clean and organized Teams channels streamline communication and project management.

Strategies to reduce Teams storage usage

• Delete unused or outdated files in Teams channels.
• Organize files within Teams folders.
• Remove obsolete chat files and messages.
• Utilize OneDrive and SharePoint for archival storage.

Deleting unused or outdated files in Teams channels

Using the Teams desktop or web app:

• Navigate to the Files tab in the desired channel.
• Locate files that are no longer needed.
• Right-click on the file and select Delete.
• Check the Recycle Bin in SharePoint to confirm deletion or restore accidentally deleted files.

Using the Teams mobile app:

• Open the Microsoft Teams app and go to the desired channel.
• Tap on the Files tab.
• Select the file you want to delete.
• Tap the Delete icon (usually a trash can).

Organizing files within Teams folders

On the desktop or web app:

• Open the Files tab in a channel.
• Click New and create folders for better categorization of files.
• Drag and drop files into the appropriate folders.

Best practices:

• Keep folders logically named based on projects, teams, or time periods.
• Regularly review files and move obsolete ones to archival storage.

Removing obsolete chat files and messages

• Go to the chat where files are shared.
• Hover over the file or message and click the More options (three dots).
• Select Delete to remove the message or file.
• Encourage team members to delete their obsolete messages and attachments as well.

Using OneDrive and SharePoint for archival storage

• Open the file in the Files tab or your local OneDrive sync folder.
• Click Move to and select an appropriate SharePoint folder or personal OneDrive folder.
• Confirm the file has been moved before deleting it from Teams.

Automating file management with retention policies

• Work with IT admins to set up retention policies in Teams for automatic deletion of old files and messages.
• Ensure retention policies align with organizational data compliance rules.

Outcome

By following these steps, you can reduce storage usage in Teams, improve collaboration efficiency, and stay within your organization's allocated quota. Regular reviews and organized file management practices will help maintain optimal performance and usability.