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.

 

Google Housekeeping

Video

Video Instructions

Instructions

  1. Open Google Drive
  2. Select Storage on the left menu panel Click here to View Image

  3. Your files will be displayed in size order (largest first)
  4. Delete files that you no longer require    

 

You can use words or symbols called search operators to filter your Gmail search results.

  1. 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

Video Instructions

Instructions

  1. Open Gmail
  2. Open the Show search options form by clicking on the icon at the end of the search field at the top of the screen 
  3. In the Size field  ensure Greater than and MB are selected, Type in 10 in the middle field View Image
  4. Select the Has attachment checkbox
  5. Click Search

 

​​​​​​Video

Video Instructions

Instructions

  1. Open Google Mail
  2. 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
  3. This will display emails between these dates
  4. 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

Video Instructions

Instructions

  1. Select emails by clicking on the checkboxes next to the email
  2. Select Bin Icon 
  3. Empty your Bin

 

Viewing more emails on one page

  1. The default view is to display 50 emails on each page you can change this to 100 in settings View Image
  2. Click on Settings > See all settings 
  3. In the General Tab select Maximum page size to 100

 

 

Selecting and deleting all the emails on one page

  1. Using the dropdown button next to Select Icon and select ALL 
  2. Select the Bin Icon 
  3. Empty your Bin

Video

Video Instructions

Instructions

  1. Open Google Drive
  2. On the Navigation Panel on the left-hand side select Storage, it's towards the bottom
  3. From the Type Menu at the top select Forms view image
  4. The Forms that you own are displayed
  5. Delete the Forms that you no longer require

 

Video

Video Instructions

Instructions

  1. Open Google Drive
  2. On the Navigation Panel on the left-hand side, locate Storage, its towards the bottom 
  3. From the Type Menu at the top, select Sites View Image
  4. The Sites that you own are displayed
  5. Delete the files that you no longer require

 

Video

Video Instructions

Instructions

The bin will automatically empty after 30 days but to empty immediately and recover all the space follow these instructions

  1. Click the Bin icon in the left menu, you may need to select More after Draft View Image
  2. You will see a message at the top of the screen that allows you to Empty Bin now 

 

Instructions

Please ensure the following steps are undertaken on a personal device, as you will be downloading a zip file of your images

On a personal device

  1. Open a new browser tab and login to your University account
  2. Click the Avatar (First letter of your first name) in the top right corner of any Google page
  3. Click Manage your Google account
  4. Click Data and Privacy
  5. Scroll down to 'Data from apps and services that you use'
  6. Click Google Photos icon

Under Google Photos, you will see the number of photos you have in Google Photos

  1. Click that number
  2. Click Albums on the left-hand menu
  3. create a new album
  4. Name the album and click add photos
  5. add the photos as required
  6. Click Done
  7. Click the 3 dots (top-right)
  8. Select download 
  9. all images in the album will be downloaded as a zip file

If you would like further assistance with downloading photos please email ittraining@port.ac.uk for a 1:1

 

For further help contact Service Desk.