Can SharePoint Run Out of Space? Best Solutions and Tips

Exploring SharePoint Storage Capacity

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.

Can SharePoint Run out of Space?

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.

What Happens if SharePoint Runs Out of Space

When SharePoint runs out of space, several immediate consequences can occur.

• Difficulties accessing or uploading files, leading to interruptions in workflow
• Error messages related to storage limits may appear when attempting to save or modify documents
• SharePoint features that rely on real-time data, such as collaborative editing or syncing, might fail to function properly
• Slower performance, with increased load times and reduced system responsiveness.
• Inability to store new data or access historical files can impact decision-making processes and hinder overall productivity.

How to Prevent SharePoint from Running Out of Space

To prevent running out of space, you can implement the following measures to optimize SharePoint storage management.

Regularly Review and Clean Up Outdated or Unnecessary Files

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.

Monitor Storage Usage

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. 

Utilize Version Control

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.

Store Only Essential Files 

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.

Implement Retention Policies

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.

What If SharePoint Has Already Run Out of Space?

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.

Empty the Recycle Bin

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.

Delete Unnecessary Files

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.

Compress Large Files

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.

Move Files to OneDrive

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.