Microsoft365 Storage Management September Update and Action Needed

This information was emailed to all employees and students on September 29, 2025.

Dear WPI Employees and Students, 

Since the Microsoft365 Storage Management announcement in April, WPI total storage used has decreased by more than 100 TB due to your individual action and ITS optimization of storage usage.  If you are unable to operate within the new limits, please consult with Information Technology Services (ITS) so that we can understand what you need to store and assist with a solution. 

• Action Needed:
  • August Update: If you missed it, the update is available online for review.
  • Remove personal data: WPI email and OneDrive are provided to you for WPI business and academic usage. It is very important that you avoid using these for personal matters, including but not limited to, medical records, social media, personal finances, running businesses not related to WPI, etc.
  • October goal for Staff: Thank you to the many staff who have addressed storage since May. If you still have more than 20 GB stored in either Outlook email or OneDrive files, please reduce to 20 GB or less in each area by October 30, 2025. Being about 20% below quota ensures that when the new limits are applied to your account, you will not have immediate quota warnings. Contact ITS if you are unable to operate within the new limits.
  • Faculty and Students: We appreciate your attention to storage management since August. To help ITS determine storage needs by the end of 2025, please contact ITS if you are unable to operate within the new limits. The resources below will help you assess and manage data.
  • These resources are available to the community:
    • Inbox Cleanup Journey and OneDrive Cleanup Companion are especially helpful for those just getting started.
    • Frequently Asked Questions are continually updated.
    • Self-service instructions are included in the FAQ.
    • The Data Storage Management form may be submitted for questions, feedback, individual help requests, or department consultation requests.
    • These sessions will be offered in October, and OneDriveand Outlookrecorded video training is also available.
• Users whose accounts are over the limit will continue to be notified by ITS.  For academic, research, and business data that must be retained beyond the new limits below, ITS will work with individuals and departments to pursue other storage options.
• Storage limits will be applied to accounts as they meet the new thresholds. ITS will apply the new limits to accounts using 80% or less of the above amounts. Account holders will receive an email notification with additional details when this occurs.
  • Total Storage: 309 TB in use; we aim to operate within the new 200 TB threshold.  
  • Email: Storage has decreased by 45%.
  • OneDrive: Storage has decreased by 19.5 %.
  • Quota:  63% of staff, 48% of faculty, and 90% of students are already operating within the new limits; thank you!

The time and effort taken to reduce storage by 30 TB since our last update is greatly appreciated.

We look forward to continued progress!

Best, 

Vijay Menta, Vice President and Chief Information Officer 

LeeAnn LeClerc, Chief Information Security & Technology Officer