Google Workspace Pooled Storage Limit Exceeded. What should I do?

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In March 2023, Google introduced changes to the Workspace Tiers, transitioning the Business Starter Plan to a pooled storage model. This shift means that individual storage subscriptions are no longer available for purchase. When you either upgrade to an edition featuring pooled storage or your current edition is upgraded to include pooled storage:

  • Your legacy storage is not added to your organization’s pooled storage.
  • Any legacy storage subscriptions are automatically cancelled.

If your organization has any legacy storage add-ons, such as Drive Storage, once your edition is updated to have pooled storage, you may find that the total storage used could have exceeded the pooled storage limit. You will receive a notification email from Google and your account will be placed under grace period.

What is pooled storage and how does it work?

Pooled storage is shared storage for all your users. This storage includes, but is not limited to, files from Google Drive, Gmail, and Google Photos.

Each user’s license adds to your organization’s pool. Because storage is pooled, users can use more than the storage included in their license. 

What happens if I receive an email notification that my pooled storage limit has been exceeded?

If your organization exceeds its total storage limit, after a grace period, users may be unable to create new Google Docs, Sheets, or Slides. Additionally, users may experience other service degradations, such as being unable to send or receive email in Gmail.

What should I do to address the Pooled Storage Limited Exceeded Warning?

  1. Evaluate and Optimize Current Storage Use: Conduct a thorough review of your organization’s storage usage. Identify large files, redundant data, or outdated files that can be deleted. Encourage users to clean up their storage, focusing on removing unnecessary or large files.
  2. Enforce Storage Management Policies: Establish clear storage policies for your organization. This can include setting storage limits for users or departments, regular clean-up schedules, and guidelines on what types of files should be stored. Educate your users about these policies to ensure better management of pooled storage resources going forward.
  3. Upgrade Your Plan: If the above measures are not enough, you may consider to upgrade your Google Workspace plan that offers sufficient storage to meet your organization’s needs.

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