Microsoft is introducing storage limits for M365 services that will affect Microsoft applications and user accounts at Colorado State University. A plan has been developed by a CSU committee to ensure continued service access and to establish a process for allocating and managing the remaining capacity, and for growing additional capacity. Applicable to: Fort Collins, Pueblo, Spur, System Affiliation: Students, Faculty, Staff, Guests Details Changes happening in December 2024 - January 2025 New users: New email and OneDrive accounts will be created with 5 GB quotas each. Most existing email and OneDrive accounts consume less than 5 GB already. Existing users: Existing email and OneDrive quotas will be adjusted: they will be updated to their current usage plus an additional 5 GB of storage space. A focus shift: departmental storage While email and OneDrive are tied to a person's NetID account, departmental objects like SharePoint sites and Teams persist over time. Applying the individual item quotas described above allows the university to focus the remaining storage capacity and shift storage growth towards these shared resources. So, quotas available to new and existing Teams and SharePoint sites will remain generous and can still be expanded up to Microsoft limits. The IT community has been made aware of this part of the committee recommendation and a plan to allocate the remaining storage among organizational units is in place. Reports coming Reports of users nearing individual quotas will be regularly published to IT leaders. Reports of total usage by organizational areas will be made regularly; these will help forecast any additional storage capacity purchases that may be needed. Historical Report of Tenant-wide Storage Consumption Strategies to reduce storage Even though no user's email or OneDrive storage quotas will be cut, by working together to reduce or trim unneeded items, we will increase the available storage to be used for current teaching, research, learning, and other university business. Those interested can explore the below topics; more communications about this will be coming in 2025. Managing Exchange Storage Managing OneDrive Storage Managing Teams Storage Future additions coming to this page: Once questions are received and answered, an FAQ will be posted and maintained. Record of previous communications: Source article: https://source.colostate.edu/microsoft-365-reducing-storage-limits-for-the-csu-system/ (published January 2025) This Fresh Service landing page: https://csusystem.freshservice.com/a/solutions/articles/23000154701 (published December 10, 2024) Source newsletters mentioning this project: Jan 14, 2025: Get ready for CSU Day... Jan 13, 2025: Live Updates: CSU at the ... Jan 7, 2025: Welcome to 2025! DoIT web site announcement, linking to Source article: Division of IT news + updates section Other Postings to Microsoft Team "CSU IT Community" notifications channel Open Forum January 9, 2025 Presentations at CSU IT Community meetings: December 31, 2024, October 29, 2024, early 2024 IT Committee outreach: Faculty Council Standing Subcommittee on Information Technology: November 15, 2024, College Information Technology Advisory Committee (CITAC): Summer 2024 Contact us with questions This project is being administered by the Microsoft System Operations (MSOPS) team. If you have questions regarding the implementation of this project you can reach out to them at msops@colostate.edu. If you have questions regarding how to manage the storage of your account, please refer to Safely and effectively managing storage in your M365 account. Suggested Tags: M365,storage,policy

Part of the M365 Storage solution project is to track the overall growth in the combined storage that all objects in our multi-campus Microsoft account ("tenant") consumes. The last recorded observations: 2025-03-24: 1.22PB 2025-03-17: 1.21PB 2025-03-10: 1.20PB 2025-03-03: 1.20PB 2025-02-24: 1.20PB 2025-02-17: 1.19PB 2025-02-10: 1.18PB 2025-02-03: 1.18PB 2025-01-27: 1.17PB 2025-01-20: 1.16PB 2025-01-13: 1.16PB 2025-01-06: 1.16PB 2024-12-30: 1.16PB 2024-12-23: 1.15PB 2024-12-16: 1.15PB 2024-12-09: 1.14PB 2024-12-02: 1.13PB 2024-11-14: 1.11PB 2024-11-11: 1.11PB 2024-11-08: 1.13PB 2024-10-28: 1.12PB 2024-06-15: 1.02PB A typical graphical report we can see that is updated daily for us. Note that the "SharePoint" product includes the storage consumed by Teams as well as that by actual SharePoint Sites. Teams and SharePoint sites are created by distributed IT staff using the "resource coordinator tools" interface. As of January 20, 2025, the breakdown of the four bars (note SharePoint includes Teams and SharePoint Sites): Exchange: 194.4 TB SharePoint: 260.5 TB OneDrive: 737.8 TB Available: 402.5 TB As of February 17, 2025: Exchange: 197 TB SharePoint: 262 TB OneDrive: 762 TB Available: 373 TB As of late March 2025: Exchange: 197 TB SharePoint: 272 TB OneDrive: 777 TB Available: 349 TB Per the approved plan, central purchases of more storage will begin before we consume the entire "Available" category, aiming for approximately 100TB reserve.

Learn how to manage email messages that have been quarantined in Microsoft 365 using the Microsoft Defender portal. Follow these steps to review, release, and report emails as needed. Applicable to: Fort Collins, Pueblo, Spur, System Affiliation: Students, Faculty, Staff Prerequisites You must have an active netID/Microsoft 365 account. You must use M365/Exchange as your email provider (these steps do not apply to @Rams Google Apps users) Instructions Accessing Quarantined Emails Go to the Microsoft Defender portal. Sign in using your CSU Microsoft 365 credentials in the netID@colostate.edu format. Click Review > Quarantine to view all quarantined emails. Reviewing Quarantined Emails Locate the email you wish to review using the search bar or filtering options. Click the email subject to see detailed information about why it was flagged. Review the email body, header, and threat detection information to determine if it’s legitimate. Releasing Emails from Quarantine Select the email you want to release. Click Release message at the top of the page. Choose whether to report the message as a false positive if applicable. Confirm your action. The email will be delivered to your inbox. Outcome After following these steps, you will be able to manage your quarantined emails effectively. Emails marked safe will be delivered to your inbox, while reported emails will help Microsoft enhance its security features.

Learn how to adjust and use third-party mailer services in compliance with Colorado State University’s policies. Due to recent security changes by major email providers, additional authentication steps are necessary to continue using third-party mailers. Applicable to: Fort Collins, Pueblo, Spur, System Affiliation: Faculty, Staff The Need Recent security changes by major email providers like Google and Yahoo now require mailer services to apply extra authentication to prevent spam and malicious email. Departments at CSU using third-party mailer services must adjust their settings to comply with these authentication methods, such as: SPF (Sender Policy Framework) DKIM (DomainKeys Identified Mail) The Division of IT understands the importance of using third-party vendors for business functions and is committed to supporting this capability. The Constraint To protect and prioritize the @colostate.edu, @csupueblo.edu, and @mail.colostate.edu namespaces for official student, faculty, and staff use, CSU does not allow third-party vendors to send emails "as" or "on behalf of" these protected domains. The Solution The Division of IT works with departments to create and manage subdomains for third-party mailer use. Examples of subdomains include: admissions.colostate.edu communications.colostate.edu These subdomains allow the necessary SPF and DKIM customization to meet vendor requirements while protecting CSU's main domains. Get Started To request a subdomain or make adjustments for your third-party mailer, please email msops_help@colostate.edu with the following information: Vendor name Your college/administrative area and/or department The email address(es) your vendor is sending as Suggested subdomain(s) or your preferred option Need for email receiving: If applicable, specify the desired email address using the subdomain and the shared mailbox to receive messages. Providing detailed information will help expedite the process. Outcome After following these steps, the Division of IT will work with you to configure your mailer service using a subdomain, ensuring compliance with security standards while maintaining your email functionality.