Overcome SharePoint Storage Limits per Tenant

SharePoint, Microsoft's web-based collaboration platform, is a powerful tool for businesses to store, organize, and share information. One critical factor to consider when using SharePoint is the storage limit per tenant. Understanding these limitations is key to effective planning and management of your SharePoint environment.

The storage limit per SharePoint tenant varies depending on the specific Microsoft 365 subscription plan. For instance, the 'E1' and 'E3' plans allow for 1 terabyte (TB) of storage per user, while the premium 'E5' plan offers unlimited storage per user. However, it's crucial to understand that the unlimited storage does not encompass all files and services.

SharePoint Storage Limits by Plan

The type of Microsoft 365 subscription significantly impacts the storage limit for SharePoint. It's essential to familiarize yourself with the limits specific to your subscription for effective planning.

For many organizations, the primary factor in choosing a subscription plan is the number of users. Microsoft 365 plans are priced per user, and thus, understanding the storage limit per user can guide decision-making.

Microsoft 365 E1 and E3 Plans

Both the 'E1' and 'E3' plans initially include 1TB of SharePoint storage per user. However, this can be increased through the purchase of additional storage for SharePoint, which can be added in 1TB or 25GB increments.

It's essential to note that the 1TB storage limit is merely for the base amount. Many organizations find it necessary to purchase additional storage as their data grows or to account for larger files.

Microsoft 365 E5 Plan

The 'E5' plan offers unlimited SharePoint storage per user. However, this doesn't include all files and services, such as the storage for Mailboxes and OneDrive for Business, which are still subject to separate limits.

While this limit may seem generous, it's crucial to keep in mind that unlimited storage doesn't mean infinite storage. Microsoft may adjust these limits based on the individual usage or to ensure fair use of resources.

Underutilized Features and Storage Savings

To optimize SharePoint storage and avoid potential issues with limits, it's critical to understand how SharePoint stores data and leverage its features.

SharePoint stores files as documents and folders, with version history for each file. Enabling version history can help users collaborate efficiently, but it also uses up storage. Limiting the number of major and minor versions kept can help manage storage more effectively.

Document Libraries and The Pagination Factor

Understanding how SharePoint organizes data in document libraries can help you optimize storage. Each document library stores metadata (file properties) and content separately, which can be beneficial for managing and sorting files. However, this structure also means that deletion of files doesn't immediately free up space due to the retention of metadata.

It's recommended to regularly clean up metadata using methods such as removing empty document libraries, recycling bin cleanup, and checking for and removing large lists and libraries.

Remote Blob Storage (RBS)

SharePoint offers Remote Blob Storage, a feature enabling storage of files larger than 250MB in a separate database. This can help manage storage more efficiently, as only a pointer to the file's location is retained in the main database.

Remote Blob Storage can help reduce storage costs, but it requires careful management and planning to use effectively. It's essential to balance the benefits of RBS with the complexity of managing data in multiple locations.

By staying informed about SharePoint storage limits and leveraging its features, you can help ensure your organization stays within the limits, optimizes storage, and minimizes potential issues. Regularly reviewing and monitoring your SharePoint environment is crucial for effective management and planning.