How to manage Google Workspace storage from a phone

At your storage restrict in Google Drive, Gmail or Google Photographs? You could find giant gadgets and transfer them to the trash to clear up house out of your telephone

Screenshot of Google Drive storage usage, with an iPhone Gmail search (

Picture: Andy Wolber/TechRepublic

Once you hit your Google Workspace storage restrict, issues not work. You’ll be able to’t ship or obtain Gmail messages. You’ll be able to’t retailer extra information on Google Drive. And you’ll’t backup images or movies with Google Photographs.

Your first step needs to be to contact your Workspace administrator. An administrator may examine the group’s total storage, examine consumer account storage utilization after which both buy extra storage or improve the license linked to your account. Some Workspace Enterprise plans supply limitless storage! (Particular person customers not on organizational plans may take into account a Google One plan buy.)

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Your second step can be to delete giant emails, information or movies or images you not want. In an earlier article, I lined steps that you just (and a Google Workspace administrator) may take to cut back the storage utilized by your account. All of those steps work properly with a desktop-class internet browser, akin to Chrome. 

However not each one that makes use of Workspace has entry to a desktop. And it is not essentially apparent or simple to determine find out how to scale back your Workspace storage utilization out of your telephone. Nonetheless, it’s attainable with the steps under. (The Google One cell app on iOS or Android helps people handle storage, however does not enable entry from organizational accounts.)

Earlier than you begin, in the event you use Chrome on Android, I like to recommend you first power allow zoom. In your telephone, open Chrome, faucet the three dot menu (higher proper) | Settings | Accessibility | then examine the field subsequent to Power Allow Zoom (Determine A). This makes it attainable to pinch-in and pinch-out on internet pages.

Determine A

Three screenshots from Chrome on Android: (left) After three dot menu tapped, shows Settings circled, (middle) Accessibility circled, in the Advanced section, and (right) Force enable zoom checkbox checked.

Should you use Chrome on Android, you’ll possible wish to power allow zoom to make it attainable to zoom in and zoom out.

How one can examine Drive, Gmail and Picture storage utilization

In Chrome, whereas signed in to your Google Workspace account, open the Drive storage web page (as proven within the background within the picture on the high of this text) to evaluation storage utilized by your account on Drive, Gmail and Photographs. Prioritize your efforts to cut back storage primarily based on the house utilized in every of those apps.

How one can discover giant information on Drive storage out of your telephone

  1. Go to Google Drive in both Chrome (e.g., on Android) or Safari (e.g., on iPhone).
  2. Faucet the three horizontal line menu within the higher left, then faucet Desktop Model (Determine B, left). This switches from the cell view of Drive to the usual view on the net.
  3. Faucet Storage (Determine B, center). This shows a listing of huge information in your Drive, sorted from those who take up essentially the most cupboard space to the least (Determine B, proper)
  4. Faucet on a file identify to pick it, then faucet the Trash icon. Evaluation the file identify after which faucet on the Transfer to Trash button solely in case you are sure you not want the file. Repeat this course of for as many giant information as you want. 
  5. Non-compulsory: Whereas Drive will routinely take away gadgets from Trash after 30 days, you additionally might empty trash manually. Faucet on the Trash icon on the left aspect of the display screen, then faucet Empty trash. If you’re sure you not want the deleted information, faucet Delete eternally.

Determine B

Four screenshots: (upper left, inset), My Drive in Chrome, with three horizontal lines circled, (left) Drive menu options with Desktop Version circled, (middle) Storage option circled, (right) Page zoomed a bit, moved to show file sizes starting at 11.82GB, in descending file size.

In your cell browser, open Google Drive and change to the Desktop Model, then faucet Storage. This shows information saved on My Drive, sorted from largest to smallest.

How one can discover giant e-mail in Gmail in your telephone

  1. Open the Gmail app (on both Android or iPhone) and be sure you are signed in together with your Workspace account.
  2. Within the search field, seek for e-mail bigger than a selected file measurement. Enter bigger:10mb to find e-mail bigger than 10Mb, for instance, as proven in Determine C. If the listing could be very lengthy, modify the search measurement (e.g., bigger:15mb) to seek out fewer, however bigger, emails.
  3. Faucet on e-mail within the returned outcomes to evaluation it. As soon as you’re sure you want to delete an e-mail, faucet the trash icon (within the higher proper). This instantly strikes the e-mail to the Trash. Observe, in contrast to with Drive information above, there isn’t any extra affirmation step.
  4. Non-compulsory: As with Drive file, the system will routinely delete e-mail that’s in Trash greater than 30 days. The best strategy to empty Gmail trash, although, is to make use of the Gmail cell app. Whereas signed into the Gmail app together with your Workspace account, faucet the three horizontal line menu within the higher left, then faucet Trash. Close to the highest of the display screen faucet the Empty Trash Now button that shows, then, in case you are certain you not want any of the e-mail in trash, faucet Empty.

Determine C

Screenshot from Gmail app on Android, with 5 email displayed, and

Set up the Gmail app on both Android or iPhone, register together with your account, then use the bigger:10mb search time period to seek out attachments bigger than 10Mb.

How one can discover video information in Google Photographs in your telephone

Whereas Drive and Gmail each present strategies for individuals who use Workspace accounts to seek for giant information, the Google Photographs app on Android or iOS lacks equal giant file search/type options on telephones as of November 2021. Nonetheless, a search of Photographs for video information might aid you discover gadgets that take up important cupboard space.

  1. Open the Photographs app and be sure you are signed in to it together with your Workspace account.
  2. Enter a video file extension within the search subject. From the Google Photographs assist web page, supported video file sorts embrace “.mpg, .mod, .mmv, .tod, .wmv, .asf, .avi, .divx, .mov, .m4v, .3gp, .3g2, .mp4, .m2t, .m2ts, .mts, and .mkv information.” For instance, you may seek for .mp4 or .mov information, as proven in Determine D.
  3. Evaluation the video file search outcomes. Faucet on a file to show it.
  4. Should you not want a video file, faucet on the trash icon, then faucet Transfer to trash. Repeat this course of for as many information as you want.
  5. Non-compulsory: The system deletes backed up gadgets after 60 days in trash, whereas gadgets that are not backed up are deleted after 30 days in trash. To manually empty the trash sooner, faucet the Library, then Trash, then faucet the three-dot menu and faucet Empty Trash. If you’re sure you not want the gadgets within the trash, faucet Delete completely (or, on iPhone, Delete).

Determine D

Screenshot from Google Photos on Android, with a search for .mov that has returned hundreds of files. 21 videos displayed on screen, with durations (e.g., 03:44) displayed in the top-right area of each.

Within the Google Photographs app on Android or iOS, you may seek for numerous video file extensions, akin to .mp4 or .mov. Within the Photographs app, this helps you establish video information, which can require important cupboard space.

How do you handle Workspace storage for people who find themselves mobile-only?

Should you use an organizational Workspace account, the only strategy to evaluation and scale back your storage is to take action from a laptop computer or desktop with Chrome (or, alternatively, on a Mac, Safari). The above choices are one of the best methods I’ve recognized for individuals who use Workspace which might be mobile-only.

Should you’re a Workspace administrator, what strategies do you employ to observe storage for folks in your group? Should you primarily entry Workspace from a cell gadget, what practices do you employ to remain below storage limits? Let me know the way you handle Workspace account storage from a cell gadget, both with a remark under or on Twitter (@awolber).

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