How to check storage usage in OneDrive This article provides step-by-step instructions on checking your storage usage in OneDrive to manage your files and avoid running out of space. Applicable to: Fort Collins, Pueblo, Spur, System Affiliation:Students, Faculty, Staff, Guests Prerequisites Ensure you have access to a Microsoft account and are signed into OneDrive. Steps to check OneDrive storage usage Open your preferred web browser and navigate to OneDrive. Enter your NetID account credentials to sign in. Access OneDrive settings: Click the Settings gear icon in the top right corner of the page. Select OneDrive Settings from the drop-down menu. From the left column if the Settings page, select More Settings. Under Features and Storage Select Storage Metrics. Review the breakdown of storage usage, including total storage used, available storage, and individual file sizes. Additional tips Organize Files: Regularly organize and clean up your OneDrive to maximize available space. Empty the Recycle Bin: The values in the table might take a few minutes to update and do not include content in the recycle bin. If the free space shown in the upper right is lower than you expect, empty the recycle bin. Separation of Work and Personal Files: Maintain a clear separation between personal files and university work to prevent clutter and ensure important documents are easy to find. Troubleshooting Storage Not Updating: If storage usage doesn’t update, try refreshing the page or clearing your browser cache. Sync Issues: Ensure the OneDrive app is updated if you face syncing issues affecting storage calculations. Outcome After following these steps, you can view and manage your OneDrive storage, ensuring you don’t run out of space unexpectedly.

Using OneDrive and SharePoint to share files helps avoid the issues associated with large email attachments. By creating a shared folder, you can easily manage access to multiple files, control permissions, and enhance security for recipients. This approach ensures that only intended users can view or edit the files you share. Applicable to: System-wide Affiliation: Students, Faculty, Staff Prerequisites Ensure you have: Access to your Microsoft 365 account (OneDrive or SharePoint). An internet connection. Instructions Creating and sharing a folder in OneDrive Log in to your Microsoft 365 account at the Microsoft M365 Portal. From the Microsoft 365 home page, click on the OneDrive icon to open your OneDrive storage. To create a new folder, click the New button, then select Folder. Give the folder a descriptive name that indicates its purpose (e.g., "Project Documents" or "Shared Resources"). Click Create to finalize the folder. Once the folder is created, open it by clicking on the folder name. Upload any files you wish to share by clicking the Upload button and selecting Files. Choose the files from your computer and click Open to add them to the folder. After placing all files in the folder, right-click on the folder and select Share. In the sharing window, adjust the permissions: Click the permissions drop-down (e.g., “Anyone with the link can view”) and select the desired option: Anyone with the link - allows anyone with the link to view or edit the files. Specific people - restricts access to specific email addresses for added security. Note: Always consider who should have access to your files and set permissions accordingly. Sharing only with specific people helps maintain security and privacy, especially for sensitive documents. If you have any questions about sharing and sharing-permissions please reach out to your area's IT specialists. Click Copy link to generate a link for the folder, then paste it into an email or message to share with intended recipients. Creating and sharing a folder in SharePoint Log in to your Microsoft 365 account at the Microsoft M365 Portal and open SharePoint from the app list. Navigate to the specific SharePoint site where you want to create the shared folder. In the document library, click on the New button, then select Folder from the drop-down. Name the folder descriptively based on its contents (e.g., "Team Files" or "Department Resources"). Click Create to finalize the folder. Open the folder by clicking on its name, then click the Upload button and select Files to add documents you wish to share. Select the files from your computer, then click Open to upload them into the folder. When all necessary files are in the folder, right-click the folder and select Share. Adjust permissions as needed: Click the permissions drop-down (e.g., “People in your organization with the link can view”) and choose the sharing option: Anyone with the link - allows anyone with the link to view or edit the files. Specific people - restricts access to designated users only. Note: Always consider who should have access to your files and set permissions accordingly. Sharing only with specific people helps maintain security and privacy, especially for sensitive documents. If you have any questions about sharing and sharing-permissions please reach out to your area's IT specialists. Click Copy link to generate a link for the folder, then paste it into an email or message to share with your intended recipients. Outcome Using a shared folder in OneDrive or SharePoint provides a secure, organized way to share multiple files, ensures controlled access, and prevents inbox clutter from large email attachments. By setting appropriate permissions, IT can support the university's secure file-sharing needs while improving ease of access for users.