Tips for cleaning up files in Google Drive

One easy way to find files taking up the most space is by sorting them from largest to smallest:

1. The following web address will take you to your account and automatically sort your files, largest to smallest: https://drive.google.com/drive/quota

2. Look at the “Storage used” column on the right-hand side.  

3. Select files no longer needed and delete them.

4. When completed, empty the files in the “Trash” located in the left navigation.  It may take 24-48 hours for the deleted files to be reflected in your quota.

While the above section will sort by file size, there may be multimedia files that, on their own, may not be the largest files, but collectively can take up a large amount of space.  These include videos, photos, images, PDF documents, and zip archives.  Google gives you a relatively easy way to search for these files.

1. Click on the same link as above to sort your files from largest to smallest: https://drive.google.com/drive/quota

2. Above your listing of files and above the icons that show how much storage you are using for each app are two filters called "Type" and "Modified."

   1. Under “Type,” select the file type you are searching for.  For example, select “Videos.”

   2. If you would like to look for files of a particular age, choose an option under the “Modified” filter.  If not, you can leave it blank.
      
      Here is an example of a filter searching for Videos:
      

3. Look at the "Storage used" column to look at file sizes and determine if any can be removed.

4. Use the Ctrl or Shift keys to select multiple files to delete. The Ctrl-A key combination should select all the files listed.

5. Repeat steps 2-4 to continue filtering on different file types.

6. When completed, empty the “Trash” located in the left navigation.  It may take 24-48 hours for the deleted files to be reflected in your quota.

More information about this option is available in Step 2 of Google's "Free up storage space" document.

Shared Drives should be used when you need to share files with others, and those files need to persist beyond your affiliation with SUNY Oswego. If your account becomes inactive, others still have access to the files. This is not the case with folders/files shared in your “My Drive.”

“Shared Drives” have a 25GB storage quota that is separate from your “My Drive” storage quota. If you need a shared drive larger than that, you can apply for an exception.

Unfortunately, Google does not have an easy way of finding files/folders you have shared with others. The steps below allow you to see a list of your folders (not necessarily shared with others) so you might decide whether those folders should be moved to a “Shared Drive.”

1. In Google Drive, click the “Advanced Search” button at the end of the Search bar at the top.

2. Change “Type” to “Folders”.

3. Change “Owner” to “Owned by me”.

4. Change "Location" to “My Drive”.

5. Click “Search”.

You can then look at the folders to determine if any of them should be moved to a “Shared Drive”. If so, create the shared drive and move the files into it.

Remember that files owned by others that are shared with you do not count against your quota.