Upcoming changes to OneDrive storage at UBC
As part of UBC’s ongoing Microsoft 365 work, UBC IT will be introducing new OneDrive storage limits for students, faculty, and staff.
Need to know
- Students will move to a 100 GB OneDrive storage limit on October 01, 2026
- Faculty and staff will move to a 200 GB OneDrive storage limit in fall/winter 2026 pending cost recovery implementation for additional storage
- If your account is above the limit when the change takes effect, your OneDrive will move to read-only until you reduce your storage below the quota
- For faculty and staff, your departments and faculties will be able to purchase additional storage as needed once the cost recovery mechanisms are in place
Why this change is happening
Last year, Microsoft implemented a significant change, imposing new storage limits on all education M365 environments. This change resulted in many educational institutions, including UBC, exceeding their total allotment of storage for the service. Most universities across Canada have already responded by reducing OneDrive storage limits as a means to curb excessive usage. Over the past year, UBC took the time to carefully consider options, review impacts, and check in with other universities, whilst absorbing the cost of the excessive storage required. Beginning this fall, OneDrive quotas will be revised to help address this ongoing storage challenge.
This change will also encourage responsible digital stewardship. Over time, cloud storage can accumulate duplicate, outdated, and unused files that increase costs and make it harder to manage information effectively. Taking a more sustainable approach to storage helps UBC support long-term service reliability while encouraging better digital housekeeping across the university community.
What happens if I am over the limit?
Once these changes take effect, any account above its storage limit will move to read-only status until storage is reduced below the quota.
If your OneDrive becomes read-only, you will still be able to:
- view your files
- download your files
- delete files you no longer need
However, you will not be able to:
- upload new files
- edit existing files in OneDrive until your storage is back below the limit
For most users, no immediate action may be needed. However, anyone above the new limit will need to reduce their storage to avoid disruption once the change is implemented.
How do I check my current storage?
You can check your OneDrive storage by going to ubcca-my.sharepoint.com, scroll the left-hand menu all the way down and look in the bottom-left corner for Storage. Clicking your storage usage number will then bring up a list of your largest files.
What should I do now?
We encourage all users to start reviewing their OneDrive and removing files they no longer need, especially:
- duplicate or outdated files
- large personal photos or videos
- files already saved elsewhere
- materials that no longer need to be retained
Taking action early will help make the transition smoother and reduce the risk of disruption when the new storage limits take effect. Visit our handy OneDrive cleanup file.
Support for higher storage needs
UBC IT recognizes that storage needs are not the same for everyone. For faculty and staff, some roles may require higher storage use by nature of the work. UBC IT is currently developing a mechanism that would allow faculties and departments to purchase additional storage as needed.
More information to come
UBC IT will share more details in the coming weeks and months, including:
- Staff and faculty implementation timing
- reminder communications
- cleanup guidance
- frequently asked questions
- support resources for students, faculty, and staff
Thank you for your understanding and cooperation as we make this necessary change to support the long-term sustainability of Microsoft 365 at UBC.
Need Help?
Contact the UBC IT Helpdesk at 604-822-2008 or visit the Self-Service Portal.
Frequently Asked Questions
Why is UBC making this change now?
Microsoft has revised how storage is allocated to post-secondary institutions. UBC delayed making changes to carefully assess impacts and plan the transition, but continuing to exceed our storage allocation is not sustainable.
What are the new OneDrive limits?
Students will move to 100 GB. Faculty and staff will move to 200 GB.
When will this happen?
Students will move to a 100 GB OneDrive storage limit on October 01, 2026
Faculty and staff will move to a 200 GB OneDrive storage limit in fall/winter 2026 pending cost recovery implementation for additional storage. More information is expected by August 2026.
What happens if I am over the limit?
If your account is above the storage limit when the change takes effect, your OneDrive will move to read-only, where you can still view, download and delete your files, but you can’t save or make changes until you reduce your storage below the quota.
What does read-only mean?
You will still be able to view, download, and delete files, but you will not be able to upload new files or edit existing ones until your storage is back below the limit.
How do I check how much storage I am using?
Go to ubcca-my.sharepoint.com and look in the bottom-left corner under Storage.
What if my work requires more storage?
UBC IT is developing a cost recovery model that would allow faculties and departments to purchase additional storage for faculty and staff on a case-by-case basis.
What should I do now?
Start reviewing your OneDrive and removing files you no longer need, especially large, duplicate, outdated, or personal files. Be sure to empty your recycle bin after deleting files that are no longer needed.