Digital declutter: Tidy up your online storage
08 Apr 2026
Do you know what you’ve got in your OneDrive? Could those duplicate files and older iterations of documents be deleted?
While we have to keep some files for business and regulatory purposes, we’re asking you to take some time this spring-cleaning season to streamline your storage.
OneDrive – how low can you go?
Check over the largest files in your OneDrive, keeping an eye out for:
- Old project files that are stored elsewhere
- Downloaded installers you no longer need
- Multiple versions of the same document
- Large video or picture files, including meeting recordings
- Research data that ought to be in Research Data Storage instead.
Two folders often contain duplicate files:
- Microsoft Copilot Chat Files – when you attach a file to a Copilot Chat, a copy is saved here, so any files in this folder will be duplicates.
- Microsoft Teams Chat Files – when you attach a file to a Teams Chat that wasn’t already saved in OneDrive or SharePoint, it gets saved here; if you still need the file, you should move it to a relevant folder or site.
When you’ve found something that you don’t need, make sure to:
- Delete the file – this will move it to your OneDrive recycle bin.
- Empty your recycle bin. This moves the content to your second stage recycle bin (a safety net that holds items for 93 days after they are deleted from your recycle bin).
- Once you empty the second stage recycle bin, that storage is freed up and the file is gone for good.
Consider the storage location and who needs access
When you find something you want or need to keep, it’s worth pausing to think about who needs access and whether you need to move it somewhere else, like a SharePoint site. You can check and change who has access or move your files.
Email – streamline your mailbox
You can keep your mailbox running smoothly by regularly reviewing its contents and clearing out anything you no longer need to keep.
- Start by sorting your mailbox by size to identify large emails or attachments that are taking up the most storage
- Remember to look beyond your inbox - your Sent Items should be reviewed too.
- And don’t forget your Deleted Items and Junk folders – they should be emptied regularly.
Tip: Use the ‘remove attachment’ feature if you want to keep the email but don’t need the attachment.
Why regular housekeeping of your files matters
- Cleaner, easier-to-navigate file structure and less clutter syncing to your device - you'll find what you need faster and avoid keeping outdated or duplicate files you'll never use again.
- Well organised files will help Microsoft 365 Copilot work more effectively.
- Reducing the number of unnecessary files supports our University’s sustainability goals by reducing the storage space required in the cloud, which in turn reduces the associated carbon footprint.
- The University has a 'pooled' Microsoft 365 storage allocation for all staff and students. There's no "unlimited" cloud storage, and when the pool fills up, it affects everyone.
Set aside some time and start your digital declutter today.
Help and support
Visit our SharePoint site for Microsoft 365 help and support including training resources and the opportunity to connect with our M365 Digital Champions community. For advice about where information should be stored, see our StaffNet pages on sharing and storing information.
If you need further support, please use Connect to log a ticket or call the IT Support Centre directly: