sharepoint online site has exceeded its maximum file storage limit

SharePoint Online Storage Limit Exceeded

By Joseph Thompson
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Has your SharePoint Online site come to a grinding halt due to the dreaded "Maximum file storage limit exceeded" message? You're not alone. This common issue occurs when your site's storage has reached its cap, preventing you from adding more files. But don't let this setback deter you - we've got a comprehensive guide on how to tackle this problem head-on.

First off, let's understand the storage limits. At the time of writing, Microsoft offers 1TB of storage per site collection in SharePoint Online. However, this space is shared between site collections, subsites, and OneDrive for Business. So, it's possible to hit the limit even with careful management. Let's dive into how to address this issue and optimize your storage.

Assessing Your Site's Storage Usage

Before you start deleting files, it's crucial to identify what's taking up the most space. You can do this by examining your site's storage usage report.

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How to Access Storage Metrics Reports on a SharePoint Site
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1. Click on the gear icon (Settings), then 'Site settings'.

2. In the 'Site Administration' section, click on 'Storage Metrics'. Here, you'll find a breakdown of your site's storage usage.

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Identifying Large Lists and Libraries

Focus on lists and libraries consuming the most space. These are likely to be causing the strain on your site's storage. You can find this information in the previously mentioned 'Storage Metrics' page.

1. Once you've identified the culprits, click on them to enter the list or library.

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2. Go to the 'List' or 'Library' tab, then 'Settings'. Here, you can see more detailed information about the list or library, including its size.

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Archiving or Deleting Unnecessary Files

Now that you know what's causing the storage issues, it's time to start freeing up space. Begin by archiving or deleting any unnecessary files. Remember, only delete files that you're sure you no longer need.

You can move large files to an archive site collection or to OneDrive for Business. This keeps your data safe while freeing up space on your primary site. To do this:

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  1. Upload the file to OneDrive for Business or a separate archive site collection.
  2. In the source list or library, create a new column (e.g., 'Archived') and add the URL of the new location to the respective entries.
  3. (Optional) Delete the file from the source list or library. Keep in mind that deleted files go to the Recycle Bin and still consume storage space until you empty it.

Optimizing Your Lists and Libraries

Even after deleting files, you might still be at your storage limit. In such cases, it's time to optimize your lists and libraries.

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1. **Version Control**: Limit the number of file versions stored. Go to the library's settings, under 'Versioning Settings', set 'Number of major and minor (draft) versions' to a suitable number. Also, enable 'Revisions' to see past versions.

2. ** Thumbnails and Previews**: Empty the Recycle Bin and turn off the automatic generation of thumbnail images and file previews. This can significantly reduce the library's size.

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3. **Sidebar Tiles**: Disable the default Sidebar Tiles view to save space. This can be done in the list or library's settings under 'Advanced settings'.

Using External Data Sources

If possible, link to data stored elsewhere instead of storing it directly in your SharePoint site. This can help reduce your site's storage usage significantly. External Data Sources like BCS (Business Connectivity Services) allow you to connect to data stored elsewhere without actually moving it to your site.

To set up an External Data Source:

  1. Go to the SharePoint administration center.
  2. In the left navigation pane, click on 'External data sources'.
  3. Click '+' to create a new data source, then follow the prompts to configure it.

Managing OneDrive for Business Proactively

Remember, OneDrive for Business shares storage with your SharePoint sites. Ensure you manage your OneDrive for Business storage regularly to prevent it from overflowing and affecting your SharePoint sites.

1. Regularly delete or archive files you no longer need.

2. Use the 'Add a file' option to link to files stored elsewhere instead of uploading them directly. This helps save space on your OneDrive for Business.

And there you have it! With these strategies, you should be well on your way to managing your SharePoint Online site's storage more efficiently. Regularly review and manage your site's storage to prevent hitting the limit again. Happy optimizing!

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