Digital Enablement

Yes. There are a number of recommended best practices to assist employees in (a) identifying storage usage and (b) managing email and Google Drive content that is no longer needed. Refer to the Frequently Asked Questions under Available Tools and Resources for guidance. 

If you have any questions about record retention, please review Administrative Regulation 4.15, Retrieval, Disclosure, and Retention of Records. 

Google has decided to change its storage policy after considering the vast amount of data uploaded to cloud storage daily.

Excerpt from Google’s official statement regarding the new storage policy:

“Google has traditionally offered unlimited storage to qualifying schools and universities for free. However, as we’ve [Google] grown to serve more schools and universities each year, storage consumption has also rapidly accelerated. Storage is not being consumed equitably across — nor within — institutions, and school leaders often don't have the tools they need to manage this. To support schools into the future and ensure fair distribution of this valuable resource, we [Google] will be implementing a new pooled storage model and helping admins and school leaders manage their storage. Nothing is changing today and we expect that more than 99% of institutions will be within the pooled storage provided by the new policy.” Source: Google, Inc.

Although storage used by students or researchers is in scope for this change in Google’s storage policy, sufficient storage is available for educational and research purposes without incurring extra costs to Maricopa at this time.

Follow storage and usage best practices, only store data for Maricopa use, and remove unnecessary files stored under your Maricopa-issued account. For information on retention policies, see the Retrieval, Disclosure, and Retention of Records 4.15 Administrative Regulation.

Any “pooled storage” data stored in your Maricopa Community Colleges Google account is impacted. Pooled storage is shared across Maricopa users (students, faculty, staff) for everything in their accounts and shared drives.

Your storage amount includes Gmail, Google Drive (examples - documents, sheets, slides, forms, etc.), Google Shared Drives, and Google Photos.

Visit the Google Drive Storage page to see how much storage you’re using.

The total amount of storage you use in Google includes, but is not limited to, files from Google Drive, Gmail, Google Shared Drives, and Google Photos.

Google Drive (My Drive)

• Most files in your My Drive. For example:
  • PDFs
  • Images
  • Videos
  • Meet call recordings
• Items in your Trash. Learn how to empty your trash here. Note that deleted files are removed automatically after 30 days. Deleted files are unrecoverable in most cases.

Google Shared Drive

• Most files in your Shared Drive. For example:
  • PDFs
  • Images
  • Videos
  • Meet call recordings
• Items in your Trash. Learn how to empty your trash here. Note that deleted files are removed automatically after 30 days. Deleted files are unrecoverable in most cases.

Gmail

• Messages and attachments, like items in your Spam and Trash folders. Note that deleted files in Trash are removed automatically after 30 days. Deleted files are unrecoverable in most cases.

Google Photos

• Photos and videos backed up in original quality.

Note: Deleted messages and files retained by Google Vault don’t count against the user’s storage quota or the total pooled storage of your Google Workspace domain.

Source: Google, Inc.

Content in shared drives counts toward Maricopa’s storage baseline (cap).

According to Google, individual users can only upload 750GB each day between My Drive and all shared drives. Users who reach the 750GB limit or upload a file larger than 750GB cannot upload additional files that day. Uploads that are in progress will complete. The maximum individual file size that you can upload or synchronize is 5TB.
Source: Content in shared drives counts toward Maricopa’s storage baseline (cap).

Source: Google, Inc.

Yes. To search for and delete unnecessary or large emails or other large files, use these Google instructions to manage files in your Google Drive storage.

Refer to these links to Google-recommended tools and techniques for more information.

• Delete files by size in Google Drive
• Permanently delete large emails in Gmail
• Permanently delete emails in your Spam folder
• Move photos & videos to Trash
• Delete and recover files using Google One Storage Manager
• Remove hidden data from apps in Google Drive

Source: Google, Inc.

Several different data types may consume large amounts of Google Workspace for Education storage space.

Refer to the following information from Google to learn more.

• Google Drive
• Gmail
• Google Photos
• Storage Differences in Google Drive

Source: Google, Inc.

In some instances, yes. Refer to the following information from Google to learn more about file types and how Google’s storage policies may apply.

• Particular kinds of files in Google Drive
• Particular types of files in Google Photos

Source: Google, Inc.

Yes, there are quick wins we can suggest to help.

For example, in email or Google Drive search fields, look for files ending in .iso, .mp4, .mov, and .wav to find significant storage utilization.

Other recommendations

• To perform a bulk deletion in email, select the square at the far left to “select all,” then choose the option below to select all conversations that match this search and select “delete” from the trash can item above. You will be asked to “Confirm Bulk Action,” and choose OK.
• Empty the trash to free up space. Hint: Refer to Google’s instructions for assistance in deleting. Note that deleted files are removed automatically after 30 days. Deleted files are unrecoverable in most cases.

Important: Follow all applicable records retention, administrative regulations, policies, standards, and directives when handling, viewing, storing, deleting, or copying Maricopa data. Please contact your local help desk or IT team with questions or concerns.

1. Read the "Note" above, then visit login.microsoftonline.com.
2. Enter your Maricopa Community Colleges student account email address (yourMEID@maricopa.edu) and press the Tab key. Wait for your browser to redirect from Microsoft's site back to the MCCCD authentication page, and then enter your current MEID password. Click on "Sign In" or press the Enter key. Your browser should then redirect to the Office 365 "portal page," ready for you to download the Microsoft Office 365 applications.
3. If your password fails, you will see the message "Incorrect user ID or password."
   1. Type the correct user ID and password, and try again. If your password continues to fail, please go through the Troubleshooting Steps below before you request technical support.
4. After successfully signing in, you will land at the download page. Note there are some options to select regarding the download process above the Install Now button. The options include choosing a language and whether you want the installation to 1) change your web browser default search engine to Bing, and 2) change your web browser homepage to Microsoft's MSN website. To deny these changes, simply uncheck both checkboxes before then hitting the Install Now button.

For Mobile Devices

1. Read the "Note" above, then search within the appropriate app store for Microsoft Office 365 tools. Using the search term “Microsoft Office Mobile” should bring up the appropriate app for most devices.
   1. Note: iPads do not offer a single Microsoft Office app and all tools require individual downloads (ie Microsoft Word for iPad).
2. Download the app(s) for your use.
3. Use your student email address (yourMEID@maricopa.edu) and your current MEID password as necessary to access tools. If your password does not seem to work after several attempts, please go through the Troubleshooting Steps below before you request support.

1. First, log in to your Online Student Center to ensure your MEID and password are working correctly. Allow at least three hours since your MEID was created or reactivated (and tested with the Online Student Center) before trying to access Office 365. Only students currently enrolled in an MCCCD class are eligible for this program.
   1. Note: New students who drop all their classes without attending a Maricopa college will have their Office 365 account disabled. Students must complete a class or be graded "W" several weeks into the term to preserve eligibility for an active Office 365 account. Recent former students will retain Office 365 access for approximately a one-year window after their last completed class.
2. Using a web browser, navigate to tools.maricopa.edu and log in with your MEID and password (and the verification text). You can use a computer or a mobile device for this step.
3. On the Password and Security page, enter your current password twice (as both the Current and New values), click both Show Password checkboxes to verify you entered them correctly, and then click Save all account changes to sync your password to the Office 365 cloud.
4. Wait three minutes or longer for the synchronization process to complete, then start again at Step 1 of "For PC and Mac" or "For Mobile Devices." Please wait at least ten minutes and try again before calling for technical support to allow adequate time for the synchronization process to complete.

Even if your operating system is 64-bit Windows, it's recommended that you stick with the default 32-bit Office available from the initial download page. Read about less common situations where users may need 64-bit Office in this article.

To Get the 64-bit Version

1. Uncheck / Check the checkboxes for your preferences related to the installation changing your default search engine and browser homepage, as described in Step 4 of "For PC and Mac."
2. Select the Change link next to your selected language.
3. On the next page select the Advanced link under the Version subheading and you will now be able to select 64-bit from the dropdown menu.
4. Hit the Install button to begin downloading.

Only students currently enrolled in a Maricopa Community Colleges class are eligible to use Office 365. New students who drop all their classes without attending Maricopa will have their Office 365 account disabled. Students must complete a class or be graded "W" several weeks into the term to preserve eligibility for an active Office 365 account. Recent former students will retain Office 365 access until approximately a one-year window after their last completed class.

If you are still eligible to use Office 365 and you continue to have issues with the software, follow the steps below (note that this may not work for Windows 10 users):

1. Log in to your Microsoft Office account, as described in Steps 1-3 of "For PC and Mac."
2. Click on the Deactivate link next to the device whose Office 365 is no longer working.
3. Reinstall Office 365 on your PC/Mac or mobile device following all the steps in "For PC and Mac" or "For Mobile Devices" respectively.

*Office365 provided by Maricopa Community Colleges is for personally-owned (home) computers and devices. Maricopa Community Colleges already provides access for all students to Microsoft products as a standard computing practice.