Reducing OneDrive Storage Capacity in Microsoft 365 and What It Means for You

With Microsoft 365, users have OneDrive storage available for their work or study data. Until now, each user could use up to 1 TB (1000 GB) of space. As a result of Microsoft reduction in the total available capacity, we will also be forced to reduce OneDrive capacity during the first half of 2024. Unfortunately, this will give you less storage space for your data in this app.

5 Jan 2024

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Therefore, the following changes will be made gradually:

  • There will be an across-the-board capacity limit of 100 GB for employees and doctoral students and 30 GB for students in bachelor and master programmes.
  • Active employees and students who are currently under the new limits will have their quota set in January 2024.
  • For active staff and students who are currently over the new limits, the quota will not be set until July 2024.
  • Employees and students who terminate their relationship with MU during the first half of 2024 and whose account goes into "extended life" status will also be set a new quota if they have a larger amount of data stored.

What Happens If You Exceed Your Quota?

If a user exceeds their quota, their OneDrive will go into a "read-only" state, where they cannot upload additional files or edit existing files. To return to a standard state, the occupied capacity must be reduced.

How to Find Out the Occupied Capacity?

You can find out how much space you have on your OneDrive in either the desktop or web interface.

Desktop App

Under "Settings" in the OneDrive app on your computer. When you click "Manage Storage", you'll see a list of the largest files you have stored on your OneDrive. You can use this list to free up space.

Web Interface

If you don't have the desktop app, you can check the exact capacity in the OneDrive web interface at:čo_muni_cz/

Click the gear in the top right corner next to your photo. Then click "OneDrive Settings", then click "More Settings".

Under Features and Storage, continue to "Storage Metrics".

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For the most accurate results, subtract the free space from the total OneDrive capacity. Both data are displayed in the upper right corner of the page.

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The information about free space on the OneDrive home page may differ from the information in other parts of OneDrive. This is due to the fact that the initial page shows the capacity including the version history of individual files.

You can then check how much space individual folders and subfolders take up in the folder overview, and delete unnecessary files if there is not enough space on your OneDrive.

How to Reduce Occupied Capacity?

To free up quota, you need to delete or move files outside of OneDrive so that the total occupied capacity is lower than the quota you set. Deleted files must also be removed from the Recycle Bin.

Where to Move Data?

  • Upload teaching materials (especially instructional videos and recordings from MS Teams) to the appropriate subject area in IS MU.
  • For storing work data, use the university network storage, see MU Network Storage, especially the so-called "medium storage". At some faculties, this storage is automatically available to all users and is connected to the computer as a network drive.
  • To store private data, use your own external drive or private cloud storage (private OneDrive, Google Drive, Dropbox, etc.).


  • It is advisable to store data that is actively worked with in Microsoft 365 repositories. For backup/archival data, especially larger volumes, it is better to use other storage types.
  • OneDrive storage in Microsoft 365 MU is intended for work/study data, not private data. In particular, it must not store or share illegally obtained content or sensitive personal data.
  • It is advisable to use team repositories (MS Teams, Microsoft 365 groups, SharePoint repositories) for work data of a team nature (department, project, research team documents, etc.).
  • For more information see Microsoft OneDrive for Business.

For any questions, problems or for help with moving data, please contact IT support at your faculty or the university IT Service Desk.

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