Managing NTU’s digital storage limits

Published: 19/03/2026

From Monday 23 March–Friday 22 May 2026, a new clean-up rule will be applied to selected student OneDrive accounts, SharePoint and Teams sites in our Microsoft 365 platform.

Many documents you’re working on automatically save loads of versions, sometimes even hundreds of them, which take up a lot of space. These are known as file versions.

The clean-up rule

Any files that have not been edited in the last three months will keep their 10 most recent file versions, all older versions of the file will be deleted. The rule will come in to action automatically, so there is nothing you need to action.

For more information on file versions and this clean-up process, please see our FAQ page.

Cleaning up our storage data will help keep our digital spaces safer, more organised and easier to use. More clean-up rules will be introduced over the coming months to help reduce our storage further, and we’ll share the updates with you in the Student Newsroom.

Tips for digital decluttering

It’s good practice to stay on top of your files and documents. Here are some tips to help you better manage your digital storage:

• Regularly review and delete files you no longer need across OneDrive, SharePoint and Teams – these could be old documents, images or even unused folders.
• Empty your recycle bin – deleted files still take up space until they are permanently binned.
• Only store NTU-related files in Microsoft 365.

For any Digital Technologies support, including issues with OneDrive, SharePoint or Teams, please email the Service Desk via support@ntu.ac.uk.