OneDrive for Business

Change to OneDrive Data Storage Quota

On November 5, 2025, WashU IT began enforcing a 1 TB per-user data quota for OneDrive (including SharePoint and Microsoft Teams).

OneDrive provides cloud file storage and collaboration for some Washington University users. Note that the functions of OneDrive are similar to those provided by the WashU Box system. While WashU Box is currently the recommended cloud file storage and collaboration service, OneDrive may be an appropriate use for certain instances. The table below gives a quick overview to help compare the two services.

Similar to Box, OneDrive allows synchronization of files between a computer and the cloud, enabling access from anywhere, including computers, mobile devices, and the OneDrive website. Any addition, change, or deletion of a file or folder in the OneDrive folder is mirrored on the OneDrive website and vice versa. Synced files can be worked with directly in File Explorer, and files remain accessible offline. When online, any changes made by users automatically sync.

The OneDrive app is automatically included in Windows 10. For MacOs Users, follow the instructions here to get started: Sync files with OneDrive on Mac OS X.

Students: Access to OneDrive terminates within 24 hours post graduation. It is recommended to make a copy of the content before access is removed.

Approved Cloud Storage Options: WashU Box One Drive
Accessible by all current Washington University students, faculty and staff XX
Recommended for sharing with external collaborators X
Synchronize files with a Windows computer X X
Synchronize files with a Mac computer X
Live collaboration on MS Office documents via the web X
Simple, one-click sharing of cloud documents with colleagues from a desktop XX
Edit Office documents using Office mobile apps for iOS (iPhone, iPad) X X
Edit Office documents using Office mobile apps for Android X
To access your OneDrive
  1. Login to Office 365 using your WashU Key at: email.wustl.edu/mail
  2. Click on the blue Apps button at the top-left of the browser window and select OneDrive
  3. Click the New button to create a new Microsoft Office Document in OneDrive
  4. Click on the Upload button to upload files and folders from the computer
To share a file or folder in OneDrive with a colleague:
  1. Click on the small blue checkbox next to the file(s) or folder(s) to share, and then click the Share button
  2. Enter in the email addresses of the colleagues to share with, and select the desired level of access
  3. Click the Share button
  4. Colleagues who were shared files or folders will now find them in the Shared with me section of OneDrive
  5. Note: only colleagues who have access to Office 365 will be able to login to OneDrive and see the file(s)/folder(s) that have been shared
To live collaborate on an Office document with your colleagues:
  1. First, share the document with all appropriate collaborators using the sharing instructions above
  2. Arrange a time for you and your colleagues to all open the document simultaneously
  3. At the designated time, each collaborator should:
    • Login to Office 365, access OneDrive, and click on the designated file
    • A preview of the document will be displayed in your web browser
    • Near the top-right of the document preview, click the Edit Document button and select Edit in Word Online (or Edit in Excel Online, etc.)
  4. You and your colleagues can now edit the Office document simultaneously seeing each other’s work live in your web browser
Check Your OneDrive Storage Usage:
  1. Login to Office 365 (online)
  2. Select the App Launcher (the 9-squares icon in the top left) then OneDrive
  3. On the left-side menu Storage appears at the bottom

OR

  1. Go to OneDrive directly, via https://gowustl-my.sharepoint.com, log in if prompted.
  2. Choose the Gear / Cog in top right and then OneDrive Settings
  3. Then, choose More Settings in top left
  4. Then, under Features and storage, select Storage Metrics
  5. The amount used and allocated displays in the top right
What Happens if I go over my Quota?

OneDrive provides email warnings as the quota reaches 95% capacity.

Work to reduce your digital footprint and delete unnecessary files.

See tips on Box Best Practices: Minimize Your Data Storage Footprint.

Request a Quota Limit Increase

To apply for a storage quota increase for OneDrive, complete the linked ServiceNow request, providing a business justification and a description of the data need.

Alternative storage options can be viewed under the Overview of File Storage Options section on the File Shares & Storage webpage or Research Infrastructure Services’ Data Storage Platform page.

Note: Some alternate storage options or quota increases may incur a financial cost per user or department.

Restoring Deleted Files From OneDrive

When files are deleted, they’re stored in the recycle bin and can be restored within 93 days. After 93 days, deleted files are gone forever. 

Follow these steps to restore deleted files:

  1. Login to Office 365 (online)
  2. Select the App Launcher (the 9-squares icon in the top left) then OneDrive
  3. Select the Recycle bin from the left-side menu (see screenshot below)
  4. Select the files to be restored
  5. Then select the Restore button near the top (see screenshot below)
Refer to Step 3 above: Select the Recycle bin
Refer to Step 5 above: Select the Restore button

Learn more about deleting and restoring files (Microsoft.com webpage)