Can SharePoint run out of space? This article explores what happens if SharePoint runs out of space and provides practical solutions. Learn how to manage SharePoint storage effectively and prevent running out of space with expert tips and strategies.
SharePoint is a collaboration platform designed to facilitate teamwork and simplify document management within an organization. It enables you to create websites, manage content, share information, and collaborate seamlessly across teams to improve productivity and communication.
SharePoint's storage capacity varies depending on your plan and configuration. Each SharePoint site collection has a storage quota that defines the maximum amount of data it can hold. It's essential to understand these limits to manage your SharePoint environment effectively. SharePoint Online offers different storage tiers based on your subscription, while SharePoint On-Premises allows for more flexibility depending on your server setup and storage infrastructure.
Several factors can contribute to reaching storage limits in SharePoint. Large files, frequent uploads, and high volumes of document versions can quickly consume available space. Additionally, storing numerous large lists or libraries, excessive use of metadata, and the accumulation of unused or duplicate content can exacerbate storage issues. So, SharePoint can run out of space.
When SharePoint runs out of space, several immediate consequences can occur.
To prevent running out of space, you can implement the following measures to optimize SharePoint storage management.
Conduct periodic audits of SharePoint content to identify files that are no longer required or have become obsolete. Encourage users to regularly review their personal files and folders to remove unnecessary items. This proactive approach helps prevent storage accumulation and improves overall SharePoint performance.
Use the Storage Metrics feature (SharePoint inbuilt feature) to get detailed insights into how storage is being utilized across your site collections. Set up storage alerts to notify administrators when the content is approaching storage limits.
Although version control is essential for tracking document changes, it can also lead to storage consumption if not managed properly. Implement guidelines for creating new versions, such as requiring a clear justification for each new version. Consider using major and minor version numbers to differentiate between significant changes and minor updates. Regularly review and delete unnecessary versions to save storage usage.
Educate users about the importance of storing only essential files in SharePoint. Provide clear guidelines on what types of files should be stored and where to locate specific content. Implement a naming convention for files to improve organization and searchability. Encourage users to use appropriate document libraries and folders to maintain a structured environment.
Establish retention policies that define the lifespan of different types of content within SharePoint. Automate the deletion or archiving of files based on these policies to prevent storage overflow. Regularly review and update retention policies to align with evolving organizational needs. Consider using SharePoint's built-in retention features or third-party tools to streamline the process.
If your SharePoint has been running on the low space for a long time, now you can take the following measures one by one until the space is released.
One of the quickest ways to reclaim storage space is by emptying the SharePoint recycle bin. Deleted items are not permanently removed until emptied from the recycle bin. By emptying it, you can recover a significant amount of storage space.
Perform a thorough cleanup of your SharePoint environment to identify and delete files that are no longer needed. This includes old versions, duplicate files, and unused documents. Prioritize files with large file sizes to maximize storage recovery.
If you have large files such as high-resolution images or videos, consider compressing them to reduce their file size. This can help free up storage space without significantly impacting the quality of the files. Use image compression tools or video encoding formats that prioritize file size reduction.
At last, you can consider migrating some personal files and documents to OneDrive for Business, which can also help alleviate the storage burden on SharePoint. To achieve the cloud to cloud migration easily and quickly, you can take advantage of MultCloud, a famous and professional multiple cloud manager.
With MultCloud, you can efficiently move all files (or a selective part of data) from one cloud to another such as from SharePoint to OneDrive for Business. Only 3 clicks can get it done. Save the time and effort spent on manually downloading files from source cloud to local first and then re-upload them to the destination cloud then.