| Here are four key approaches to freeing up space in SharePoint Online: (1) Empty the site Recycle Bin, since deleted files do occupy the available space; (2) Delete obsolete files through the filtering process of document libraries based on modified date; (3) Handle version histories, which build up space consumption; (4) Implement the Retention policies in Microsoft Purview that will automatically remove old files based on their age. The Recycle Bin and version history are the two key components here. According to Microsoft, SharePoint Online storage is consolidated in your tenant space at 1 TB plus 10 GB per licensed user. |
We've all been there. You log into SharePoint at the start of the day and you see the dreaded phrase: "Running out of space." Now for some this might be somewhat worrying, but it doesn't have to be. It's easy to free up space in SharePoint Online. Just follow the tips below and you'll never have to worry about SharePoint storage again.
Content:
- Empty Your Recycling Bin
- Delete Outdated Files
- Manage Version Histories
- Set Up Retention Policies
- Conclusion
Why Is SharePoint Online Running Out of Space?
SharePoint uses a shared storage pool from your tenant starting with 1 TB plus 10 GB for each user license you have. You can purchase more, but the techniques described below can give you sufficient space.
|
Storage Issue |
Typical Impact |
Solution |
|
Recycle Bin items not cleared |
Files sit for up to 93 days consuming quota |
Regularly empty first- and second-stage Recycle Bins |
|
Version history accumulation |
Hundreds of old versions per document |
Delete all but the most recent versions |
|
Outdated files never deleted |
Legacy documents from years of use |
Filter by modified date and bulk-delete |
|
No retention policies |
Storage grows indefinitely |
Create Purview retention policies |
Method 1: How Do You Empty the SharePoint Recycle Bin to Free Up Space?
A simple way to free up space in SharePoint Online is to clear the Recycle Bin. Once an item in SharePoint Online has been deleted, it ends in the Recycle Bin of the site, where it remains for a certain period. You may be able to restore the deleted items during that time. Nevertheless, the items will still take up some of your space quota until you clear the Recycle Bin.
How to Delete Individual Items from a Site Recycle Bin
- Recycle Bin can be found in the Quick Launch bar.
- Select the items that you wish to delete and tick the box on the left-hand side.
- Click the Delete button to delete the selected items.
How to Delete All Items from a Site Recycle Bin
- Recycle Bin can be found in the Quick Launch bar.
- Click on Empty Recycle Bin to delete all the items. Tip: In case you have selected any items, you will need to unselect them to see this action.
Note: It should be noted that there are two stages of Recycle Bin in SharePoint. The items that you delete from the first level end up at the second stage (Site Collection Recycle Bin). Site collection administrators can clear the second level from Site Settings > Recycle Bin.
Method 2: How Do You Find and Delete Outdated Files in SharePoint?
SharePoint may contain files not required after many years of usage due to no retention policy has been implemented in your company.
- To do that, go to the site, click on the gear icon, then click on Site contents.
- Navigate to a folder within a document library, then click on All Documents.
- Click on Edit current view, and then go down to the Filters part.
- Choose Show items only when the following is true, select Modified, set the Is less than or equal to operator, and enter the date limit.
- Click OK. SharePoint will show all files that were modified up to this date.
Method 3: How Do You Manage Version History to Save Space in SharePoint?
Version history tracking is a highly useful feature of SharePoint, but it is also a major consumer of storage space. If versioning has been turned on for the library (it is set on by default), then SharePoint will be saving all the previous versions of the documents that have been saved in it, and these may run into many hundreds for one document alone.
How to Delete Previous Versions of Items in SharePoint Online
- Navigate to the library where the document is located.
- Right-click on the area between the name of the document and its date.
- Select Version History from the menu options that appear.
- Hover your mouse over the version to be deleted and click the drop-down arrow.
- Select Delete, then click OK to confirm.
How to Delete All Previous Versions of Items in SharePoint Online
- Navigate to the list or document library in which the document resides.
- Right-click on the gap between the name of the item and the date. Choose Version History from the context menu.
- In the Version History dialog box, choose the option to Delete All Versions.
- Click OK to continue.
Note: For administrators, one can set up versioning limitations within each library (say the last 10 versions will be kept). Go to Library settings > Versioning settings.
Method 4: How Do You Set Up Retention Policies to Automatically Manage SharePoint Storage?
Retention policies help you automate the process of managing your storage, meaning that you don’t have to perform storage management tasks manually.
- Login to Microsoft Purview Compliance center portal at compliance.microsoft.com.
- Navigate to Data lifecycle management > Retention policies and click New retention policy.
- Provide the name and description of the policy, and click Next.
- Pick the option Only delete items when they reach a certain age (retain-then-delete option).
- Specify the age of items and click Next.
- Select locations where the policy will be applied (SharePoint sites and OneDrive accounts).
- Click Next, confirm, and Submit.
It may take up to 24 hours before the new policy is effective.
