Google Housekeeping
The University needs to take action now to reduce the amount of Google storage we have.
Every member of staff needs to go through their Google Drive, email, Forms, Sites and delete (not archive) what is no longer relevant. You need to consider if the data you are storing is ROT:
- Redundant
- Obsolete
- Trivial
The message is to be ruthless with your housekeeping.
Please note: The emails and files you need to keep should remain in their respective Google app for now. Please do not move data to other storage locations as further advice will be provided soon.
Each tab below will contain instructions and a short video on different ways to reduce your Google storage.
Please email ittraining@port.ac.uk if you need any additional support.
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*More dates will follow.
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Google Housekeeping
Video
Instructions
- Open Google Drive
-
Select Storage on the left menu panel Click here to View Image
- Your files will be displayed in size order (largest first)
- Delete files that you no longer require
You can use words or symbols called search operators to filter your Gmail search results.
- In the search box type in the search operator
This Google Support article provides a comprehensive list, the main ones are listed below:
| Searches: | Operator |
|---|---|
| emails sent from a specific person |
From:
Example: From:anna.selway@port.ac.uk |
| emails with specific Words that appear in the Subject Line |
Subject:
Example: Subject: Feedback, Training |
| emails send to a recipient |
To:
Example: To: ittraining@port.ac.uk |
| emails that have a label |
Label:
Example: Label: Admin |
| emails that have an attachment |
Has:
Example: Has: attachment |
| emails larger than a specified size in bytes |
larger:
Example: larger: 10M |
Video
Instructions
- Open Gmail
- Open the Show search options form by clicking on the icon at the end of the search field at the top of the screen
- In the Size field ensure Greater than and MB are selected, Type in 10 in the middle field View Image
- Select the Has attachment checkbox
- Click Search
Video
Instructions
- Open Google Mail
- In the search bar at the top, type the following, modifying the dates as required (note how the dates are formatted) after:2018/3/16 before:2020/3/17 View Image
- This will display emails between these dates
- Delete the emails you no longer require
Clicking the bin icon does not delete emails, they are placed in your bin and will be deleted after 30 days. To delete immediately, follow the instructions in the Emptying your bin section.
Video
Instructions
- Select emails by clicking on the checkboxes next to the email
- Select Bin Icon
- Empty your Bin
Viewing more emails on one page
- The default view is to display 50 emails on each page you can change this to 100 in settings View Image
- Click on Settings > See all settings
- In the General Tab select Maximum page size to 100
Selecting and deleting all the emails on one page
- Using the dropdown button next to Select Icon and select ALL
- Select the Bin Icon
- Empty your Bin
Video
Instructions
- Open Google Drive
- On the Navigation Panel on the left-hand side select Storage, it's towards the bottom
- From the Type Menu at the top select Forms view image
- The Forms that you own are displayed
- Delete the Forms that you no longer require
Video
Instructions
- Open Google Drive
- On the Navigation Panel on the left-hand side, locate Storage, its towards the bottom
- From the Type Menu at the top, select Sites View Image
- The Sites that you own are displayed
- Delete the files that you no longer require
Video
Instructions
The bin will automatically empty after 30 days but to empty immediately and recover all the space follow these instructions
- Click the Bin icon in the left menu, you may need to select More after Draft View Image
- You will see a message at the top of the screen that allows you to Empty Bin now