Google Workspace storage is shared between Google Drive, Gmail, and Google Photos, and the amount of storage for each user depends on the edition. Individual users can only upload 750 GB each day and no files may be larger than 5 TB.
Starting July 2022, schools will be given 100 TB of combined Drive, Gmail, and Photos storage for free, and after reaching the maximum storage allocation per domain, users will need to curb their cloud storage usage or procure a paid Google Workspace edition.
As an admin, it is possible to manage the domain’s storage by reviewing top storage users and using tools to promote better storage management.
Google Drive has a limit of 5 million files that can be created or uploaded to Drive, even if extra storage is paid for. A shared drive in Google Drive can contain a maximum of 400,000 items, including files, folders, and shortcuts.
When using Drive for desktop, it is not possible to move a folder from My Drive to a shared drive. Individual users can only upload 750 GB each day between My Drive and all shared drives, and users who reach the 750 GB limit or upload a file larger than 750 GB cannot upload additional files that day. The maximum individual file size that can be uploaded or synced is 5 TB.
The maximum attachment size in Gmail is 25MB per email, and if the attachment exceeds this limit, Google will automatically upload the file to Google Drive and include a link instead of an attachment.
Gmail does not have a specific limitation on the number of attachments in a single email, but the total size of all attachments in an email cannot exceed the 25MB limit. To overcome Gmail attachment limits, users can integrate Google Drive with Gmail, or use a third-party service like Mailmeteor or Right Inbox.
Google Docs, Sheets, and Slides have size and complexity limits. Presentations created in Google Slides can be up to 50 MB, and uploaded presentation files that are converted into the Google Slides format can be up to 100 MB. Google Docs documents have a limit of 1.02 million characters, and Google Sheets have a limit of 5 million cells.
Collaboration limits are also present, with up to 100 people able to view or edit a file. To manage large or complex documents, users can split the file into smaller sections, use headings and subheadings to organise the content, and use comments and suggestions to collaborate with others.
Additionally, users can use third-party add-ons to extend the functionality of Google Docs, Sheets, and Slides.
The most important details in this text are the best practices for managing files in Google Workspace. These include using shared drives for team collaboration, implementing folder structure and file naming conventions, regularly reviewing and cleaning up files, and deleting or archive files that are no longer needed.
Shared drives allow teams to collaborate on files in a centralised location, while folder structure and file naming conventions make it easier to find and manage files. Regularly reviewing and cleaning up files can help to reduce clutter and ensure that only relevant and up-to-date files are stored.
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Understanding the file limits in Google Workspace is essential for optimising productivity and collaboration. By harnessing the full potential of Google Drive, Gmail, and Google Docs, Sheets, and Slides, you can effectively manage your files and enhance your workflow.
Leveraging shared drives, implementing folder structures, and regularly reviewing and cleaning up files are essential practices to keep your Google Workspace organised and efficient. By embracing the power of Google Workspace and its file management capabilities, you can unlock endless possibilities for storing, sharing, and collaborating on files.
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