Numerous search approaches help with Google Workspace storage management

The search tips provided thus far to help faculty and staff with Google Workspace accounts reduce file storage usage were selected and shared because of their strong potential to help users meet the 15G storage limit that Google will impose at this time next year.

These tips to search for and identify emails, files, documents and presentations that can be transferred to and stored in other locations, or are no longer needed and can be disposed of, are not the only tools available, however.

The following is a list of the both already reference and new search and identification approaches. In the email and Google Drive search field, type the prompts noted below to identify files that can be stored elsewhere or deleted.

Old and no longer relevant files

• older_than:(any number from 1 to 13 to reflect the age in years of files)y

Files sent to or from a particular individual or organization

• From: (individual or shared account email address or listserve name)
• To: (individual or shared account email address or listserve name)

Email messages with attachments

• Has:attachment larger:(any number representing file size.)M

Email messages referring to monetary amounts

• $(any number in order to search for particular dollar amounts.)

Hashtag search

• #(Any hashtag name, such as throwbackthursday)

Exact match searches

• "(Any search phrase, such as tallest building)"

Conditional searches

• Multiple options – "(any search phrase)" OR "(any search phrase)"
• Combined options – "(any search phrase)" AND "(any search phrase)"

Website reference searches

• Specific websites – (Any site or domain type, such as youtube.com or site:.gov)
• Related websites – related:(Any site or domain name, such as time.com)
  
  

Notes:

• Account holders should remember to empty their Google trash after deleting file unneeded files to free up storage space.
• In order to perform bulk deletion in email, users can select the square at the far left to "select all," then select "delete" from the trash can icon above, and finally select "OK" when asked to "Confirm Bulk Action."