Microsoft365 Storage Management Update and Action Needed

This email was sent to employees and students on August 5, 2025 by Vijay Menta and LeeAnn LeClerc.

Dear WPI Employees and Students, 

We are making good progress toward optimal data storage! Since the Microsoft365 Storage Management announcement in April, many community members have taken advantage of the resources offered by Information Technology Services to decrease WPI total storage used by approximately 70 TB. Let’s keep the momentum going by taking the actions below to close in on the target.

• Status:
  • Total Storage: 340 TB in use; we aim to operate within the new 200 TB threshold.  
  • Email: Storage has decreased by 41%.
  • OneDrive: Storage has decreased by 4.5 %.
  • Quota: 60% of staff, 46% of faculty, and 90% of students are already operating within the new limits; thank you!

• Action Needed:
  • August Goal for Faculty and Students: Please review OneDrive and Outlook to manage your data within the new limits. The self-service resources below will help you assess and manage data at your own pace.
  • October Goal for Staff: As the first group ITS focused on, many staff have already been addressing storage by using ITS guidance and attending training. We are asking you to continue leading the way! If you still have more than 20 GB stored in Outlook email and/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.
  • These resources are available:
    • 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.
    • Live training will be offered in September, once classes are underway. OneDrive and Outlook recorded video training is available now.

• Users whose accounts are over the limit will continue to be notified by ITS.  Guidelines and instructions for moving and managing data will be provided. Outlook email and OneDrive file access will continue without disruption in the meantime. As a reminder, the new quotas are below. For academic, research, and business data that must be retained beyond those limits, 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. Outlook email and OneDrive file access will not be disrupted.

We appreciate the time and effort the community is dedicating toward improved practices and fiscal sustainability for data storage! 

Best, 

Vijay Menta, Vice President and Chief Information Officer 

LeeAnn LeClerc, Chief Information Security & Technology Officer