OneDrive Full: Corporate Level Issue

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 

 (seen at top right corner before your signed in account profile icon) and then click OneDrive Settings > Click More Settings > and under ‘Features and Storage’ click ‘Storage Metrics’

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