Microsoft 365 storage quotas and information
Microsoft has implemented substantial reductions in the amount of cloud storage that they offer higher education institutions worldwide. As a result, University of Waterloo must reduce the overall amount of storage used across campus to align with Microsoft’s policies. This change impacts all students, employees, alumni, retirees, and generic accounts. The change to storage quotas is summarized in the table below.
Important: Exceeding these new storage limits may affect the ability to edit, store, and/or send files to/from these apps as well as sending and receiving email. This should be kept in mind when collaborating on coursework, projects, or research. See tips for reducing quotas linked below.
New storage quotas and implementation dates
Audience | Outlook (email) | OneDrive | SharePoint | Teams | When change will take effect |
Employees | 50GB | 100GB | 1TB | 1TB | Beginning August 19, 2025 |
Students | 25GB | 25GB | N/A | N/A | Beginning June 23, 2025 |
Alumni | 25GB | N/A | N/A | N/A | Beginning June 23, 2025 |
Retirees | 25GB | N/A | N/A | N/A | Beginning June 23, 2025 |
Generic accounts (with A1 licence) | 25GB | 100GB | N/A | N/A | Beginning June 23, 2025 |
Generic accounts (with A3 licence) | 50GB | 100GB | N/A | N/A | Beginning August 19, 2025 |
Generic shared mailboxes | 50GB | N/A | N/A | N/A | Beginning June 23, 2025 |
For full licence details, please see Access to Microsoft 365 email and applications by audience.
See how much storage you’re currently using
Employees | Students | Alumni/Retirees | Generic accounts |
|---|---|---|---|
Check OneDrive usage |
Tips and steps to reduce your data usage
Employees | Students | Alumni/Retirees | Generic accounts |
|---|---|---|---|
Reduce OneDrive quota |
FAQs regarding this change
Microsoft 365 Security Storage Guidelines
Microsoft OneDrive, Teams, and SharePoint are approved for storing student data for routine administrative purposes, including data classified using Waterloo's Information Privacy and Confidentiality Classification as defined in Policy 46 – Information Management as public, confidential, or restricted. However, the storage of highly restricted information in OneDrive is prohibited without extra security controls.
Please refer to the Guidance on Information Confidentiality Classification (Policy 46) or Research Data Risk Classification to understand how to appropriately categorize your data.
Using the University’s OneDrive storage for personal use is strongly discouraged. The University of Waterloo retains ownership of all data stored within employee’s M365 storage solutions, and your personal privacy and continued ownership of that data cannot be guaranteed.
Important Notice on Data Retention
It is essential to ensure that data is not stored beyond its retention period. Retaining unnecessary data increases the scope of a breach, particularly when it involves personal information (PI). This can lead to larger fines and a greater number of individuals affected in the event of a breach.
To help minimize these risks, please review the Introduction to the University of Waterloo Records Classification and Retention Schedules (WatClass) to ensure compliance. Following these guidelines will help reduce the amount of data stored in M365 solutions, making it easier to manage within the new storage caps.
Transferring Data to Other Cloud Storage Solutions
Before transferring data, review whether the chosen storage solution requires an Information Risk Assessment (IRA). If an IRA is needed, then please fill out and submit the intake form to engage the process for the new storage solution.
Additionally, please consult with the Information Steward for the relevant data. Information Stewards should be involved in the decision-making process around information management to ensure regulatory, statutory, and organizational requirements are met.
If data are transferred to an external cloud storage solution, ensure that you follow the Guidelines for secure data exchange: Choosing information transmission methods based on the security classification. Any cloud solution chosen must meet the following minimum requirements:
Encryption: Data must be encrypted both in transit and at rest.
Access Control: Ensure robust access controls, including multi-factor authentication (MFA).
Password Management
It is recommended to use a strong password that complies with the University’s Password Standards. Consider using a reputable paid subscription password manager to securely store and manage your passwords.
Cyber Awareness Training
Employees (including employed Graduate students) with access to UW's M365 are required to complete annual Cyber Awareness Training to maintain a secure environment.
If you need assistance or for more information, please consult the Information Security Services (ISS) team for guidance.
Need help?
Contact the IST Service Desk online or 519-888-4567 ext. 44357.
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