SharePoint: Free Up Space By Eliminating Stale Data

SharePoint sites are used for team collaboration and shared document storage. If you own and manage SharePoint sites, these cleanup techniques can free up significant storage space while improving the performance of your site and making files easier to find.

Check Your SharePoint Site's Storage Use (for Site Owners)

Here’s how to see how much storage space you’re using in SharePoint. 

  1. Navigate to your SharePoint site.
  2. Click the gear icon (Settings) and select Site Information.
  3. Select View all site settings. 
  4. Under Site Collection Administration, click Storage Metrics. 
  5. The site’s storage use displays in the upper right-hand corner of the window. A good storage target to aim for is fewer than 1,000 GB (1 TB).  

Strategies to Reduce Your SharePoint Storage

Quick Win: Find and Delete Large Files

  1. Within any SharePoint document library, click the Size column header to sort files from largest to smallest.
  2. Review your largest files (e.g., presentations, videos, and project files).
  3. Delete any large files that you no longer need. 
  4. Remember: Always empty both recycle bins after deleting (see below). 

Empty SharePoint Recycle Bins (Site Owners)

SharePoint has a two-stage recycle bin system. Files continue to count against your storage until removed from both stages.

  1. Click Recycle bin in the left navigation, then Empty recycle bin. 
  2. Click Second-stage recycle bin at the bottom of the first-stage recycle bin page, then click Delete.

Remove Old Project Files and Completed Work

SharePoint sites often accumulate files from projects that ended months or years ago.

  1. Review document libraries for folders related to completed projects, past events, or outdated initiatives.
  2. Delete any files that you no longer need, then empty both recycle bins. 

Search for Duplicate Files

Search within document libraries for filenames containing terms like “copy” or filenames ending in (1) or (2). Delete any duplicate files you find and then empty both recycle bins. 

Search for Specific Large File Types

Use SharePoint’s search bar to find files by type. The following file type can often be large:   

  • .mp4, .mov, .avi – video files
  • .pptx – PowerPoint presentations (may contain embedded videos)
  • .zip, .rar – Compressed archives (sometimes forgotten after extraction)  

Know Your Options: Moving Data to Alternative Storage Solutions 

SharePoint is a good storage solution when you need to continuously collaborate on every file. However, other storage solutions exist that might be an even better fit for your needs.  

  • Cloud Archive: Ideal for cheaply storing data that is rarely needed
  • Azure Files: Ideal for accessing files from a folder on your desktop
  • Enterprise Storage: Ideal for active data you will be using and computing on

If you are interested in exploring alternative storage solutions, contact the Technology Help Desk at +1-412-614-HELP (4357) for a consultation.

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