Key Points:
Approaching SharePoint Site Storage Limit
Get access to user files from office admin portal
Storage Metrics
Delete all versions
In our Org we had allocated 150GB OneDrive space out of 5TB for all staff due to SOE constraints. However, one employee (Mr X, x.xyz) has complained that he got a notification saying 'Approaching SharePoint Site Storage Limit'. After initial investigation we found that his drive is full 100%. But it looks like it is not. We have attached a screenshot of a file 'Archive Aug16.pst which shows 92.4GB size but the actual size of that file is just 3.43GB (screenshot attached for ref.).
We identified and remediated this issue by following the below steps:
Manage Site Owners if you as an owner doesn’t have access to the user profile
https://yourorg365-admin.sharepoint.com/_layouts/15/online/AdminHome.aspx#/home
note: change yourorg365 to actual domain
more features > user profiles > open > manage
user profiles > search user > manage site collection owners > add your
name
Get access to files from office admin portal user
However, if you have retention policy applied then user won’t be able to delete these files after OneDrive becomes full
So, go to the compliance portal https://compliance.microsoft.com/?rfr=AdminCenter
Click Compliance
Show all >> information governance >
retention > click ‘org defined retention - 7 years’ > Applies to content
in these locations > Edit (OneDrive account) > OneDrive accounts >
Exclude accounts > Click Exclude accounts > enter OneDrive URL https://yourorg365-my.sharepoint.com/personal/x_xyz_yourorg_com
and click done > Save
note: change yourorg365 to actual domain and x_xyz to
actual user defined in your AD
Access user profile using office admin account
URL https://yourorg365-my.sharepoint.com/personal/x_xyz_yourorg_com
Click the settings icon
Select the file to be deleted under Site Settings >
Storage Metrics > site collection and click ‘Version history’ (seen on right
side of the selected file) and ten Delete All Versions. So in this scenario if
you have 1GB single file, your OneDrive will show 35GB utilized because of 35
versions.
In fact we had approx.. 35 versions of the file in
question.
Actual file shows 3.43 GB at the user end
At site collection storage metrics the same file shows over 92GB because of multiple versions of the same file (in our case we had over 32 versions)
Once you delete all versions you should also clean deleted files from recycle bin to see your OneDrive freeing up space.
site settings > Apps > Recycle Bin
