Important Changes to Google Workspace Service (2024)

What you need to know:

Google announced a new model for Google Workspace for Education that will end unlimited storage for UCLA accounts effective Nov. 1, 2024.
In response, UCLA’sGoogle Workspace Service Adjustmentsinitiative is underway to ensure adequate storage for the campus community, alumni and retirees.
New containment ceilings for employee and student personal accounts and shared drives will be implemented Dec. 15, 2023.

Dear Bruin Community:

Why is this change happening?

Google introduced a new model for Google Workspace for Education (GWE) that will end unlimited storage on Nov. 1, 2024, for all educational institutions.

How will UCLA approach the new storage limitations?

UCLA IT Services completed an assessment of current usage to understand the impact of this change and inform a solution that is best for our community. In the months ahead, UCLA will implement incremental changes on the following schedule:

Dec. 15, 2023: introduce new shared drive approval process,containment ceilingsbased on current consumption, andcapacity alertson existing UCLA personal and shared drives campuswide. Since containment ceilings have been defined with room to grow, there will be no immediate impact to users.
Spring 2024: implement new standard tiered quota and optional cost model to acquire additional storage, when needed.
Summer 2024 – Nov. 1, 2024: ensure campus readiness and compliance to permanent quotas.

While the vast majority of Bruins are under the future planned storage quotas, accounts which exceed their future storage capacity will be contacted proactively to reduce usage and explorealternative storage solutions. An option for those who require additional storage and are eligible will be provided prior to the implementation of standard quotas, planned for Spring 2024.

Who is involved in this initiative?

We recognize that a campus solution must consider the data storage needs of different communities. Therefore, anadvisory committeerepresenting our Bruin community, comprised of leaders across academic, research and administration is actively engaged in informing both our mitigation strategy and timeline. As solutions are confirmed, we will continue to provide updates and solicit feedback through existing governance and communication channels.

We are also coordinating with the Office of the Vice Chancellor for Research & Creative Activities to establish a joint working group with representation from the Office of Advanced Research Computing, the Library and the Academic Senate. This working group will collaborate with our Google Workspace Service Adjustments team to identify interim and long-term solutions for research data storage.

Where do I find more information?

Please visit and bookmark theGoogle Workspace Service Adjustments websitefor up-to-date information on project progress, upcoming milestones and digital resources intended to help you navigate this change, including how to check yourcurrent storage usage. We will also continue to share informational updates and recommended actions via email. Should you have any questions, please send them toGoogleWorkspace@ucla.edu.

We appreciate your support and look forward to shared success ahead.

Best regards,

Lucy Avetisyan
Associate Vice Chancellor
Chief Information Officer

FAQs

Why is Google removing unlimited storage? ›

The policy shift was spurred, Google says, because “as we've grown to serve more schools and universities each year, storage consumption has also rapidly accelerated.

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What are the disadvantages of using Google Workspace? ›

Cons of Google Workspace

Complex Task Handling: Desktop applications like Excel and Word are often preferred for handling more complex tasks and larger data sets, whereas Google Workspace's web-based counterparts might fall short.

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Why switch to Google Workspace? ›

Unlock safer work for everyone

Help keep users and data safe with automatic threat defenses powered by Google AI, built-in security and compliance controls, and cloud-born infrastructure. Organizations using Google Workspace experience 2x fewer email security incidents compared to those using Microsoft 365 .

What happens if your Google storage is full? ›

When your account reaches its storage limit, you can't: Send or receive emails through Gmail. Upload photos or videos through Google Photos. Upload files to Drive or create new files in Google Docs, Sheets, Slides, Drawings, Forms, or Jamboard.

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Why does Google keep saying my account storage is full? ›

If you're receiving a “Gmail Full storage” error message, it means that you've reached your storage limit and can no longer send or receive emails. To resolve this issue, you can either delete old emails and attachments to free up space or purchase additional storage from Google.

Find Out More ›

Why use Google Workspace instead of Gmail? ›

Google Workspace gives you access to collaborative tools that Gmail does not. Workspace and Gmail both give you access to the same personal productivity apps. But Google Workspace gives you access to enhanced capabilities, more features, and additional apps that help you with cross-company collaboration.

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What is the difference between Google suite and Google Workspace? ›

G Suite includes Gmail, Calendar, Drive, Docs, Sheets, Slides, and Sites, while Google Workspace includes those same features plus Meet, Chat, and Jamboard. Additionally, Google Workspace has more storage space and advanced security features, making it the better choice for businesses.

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Why should I upgrade to Google Workspace? ›

Google Workspace 's Drive provides twice the amount of storage, 24/7 phone and email support, sharing controls, and advanced reporting. You can upgrade to unlimited storage (accounts with fewer than 5 users get 1TB/user) for an additional fee. See Google Workspace 's pricing details for more information.

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What if I don't want Google Workspace? ›

When you delete the custom email with your Google Workspace subscription through Google Domains, the following happens immediately: Google Workspace billing stops. You don't pay for the ongoing service. You no longer have access to your Google Workspace account through Google Domains.

What is the main advantage of Google Workspace? ›

Google Workspace lets teams share ideas instantly, join meetings remotely and from anywhere, collaborate in real-time, and more.

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Can I upgrade Google Workspace? ›

Upgrade to a paid subscription of Google Workspace

Sign in using your administrator account (does not end in @gmail.com). Get more services. Next to the edition that you want to switch, click Upgrade, Downgrade, or Switch. click Next.

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