Clean Up Your OneDrive Drive: Declutter Personal Files & Organize Department Content

Storage quotas are in place for cloud storage, so now is a good time to tidy up your OneDrive. Decluttering keeps you organized, saves space, helps avoid extra costs and keeps your data secure and easy to find.

Instructions

Step-by-step: decluttering your OneDrive

1. Log in to OneDrive through the web or the desktop app.
2. Sort your files by Date Modified (oldest first) to quickly find old or rarely used files, especially those untouched for a long time.
3. Review and delete:
   1. Select the files or folders you no longer need.
   2. Click the Delete icon.
   3. Empty your Recycle Bin to permanently free up the space.
   WARNING: You may have files or folders that live in SharePoint sites or in another person's OneDrive but are linked into your My Files and OneDrive client. Be careful not to delete files that aren't really yours to delete. If you aren't sure whether an item is in your OneDrive or in SharePoint, see How to Tell if a Folder or File Is in OneDrive or Actually in SharePoint.
   INFO: The Recycle Bin automatically deletes files after 30 days, so if you don't need the space back right away you can let it clear on its own. Waiting also gives you time to recover anything you deleted by mistake, as long as you catch it within those 30 days. If you deleted a file or folder from SharePoint, the site owner can restore it within 30 days of deletion.
4. Check for duplicates: use OneDrive's search and sort features to find multiple versions of the same file, and delete the extras to avoid confusion and free up space.
5. Organize the remaining files: create folders for categories, projects or departments, and use sub-folders to break down large categories. Then move files into the appropriate folders.
6. Archive or move:
   • For files you want to keep but don't actively use, move them to an Archive folder on your computer or on external storage. This keeps your active workspace clean while retaining important records.
   • For department or team files, move them to a SharePoint site or other appropriate file share so everyone who needs access can find them.

Why declutter your OneDrive

• Save space and improve efficiency: removing outdated or unnecessary files frees up storage and makes it easier to find what you need.
• Avoid unnecessary costs: the University's storage is limited by licensing agreements, so keeping your OneDrive lean helps avoid extra costs from exceeding storage limits.
• Enhance security: old or forgotten files may contain sensitive information. Deleting what you no longer need reduces risk and keeps your data safer.
• Start fresh: an organized OneDrive supports productivity. Begin the next semester with your files in order and easy to find.
• Additional benefits: decluttering reduces your digital footprint, supports a greener campus and helps keep the University's digital infrastructure efficient and cost-effective.

Need help?

If you have questions about what to store where, see What Should I Store Where?. For support with OneDrive or SharePoint, contact the IT Service Desk at help.maine.edu.

Environment

• OneDrive
• SharePoint