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

Running low on Google Drive storage? Here's how to find and clear out old files to free up space, plus where to keep personal versus department content so your team can always find it.

Instructions

Open the Storage page

1. Navigate to Google Drive
2. In the left sidebar, click Storage (near the bottom). 
3. The Storage page shows a gauge at the top (for example, "10 GB of 20 GB used") and a list of your files sorted largest first.
4. Narrow the list using the drop-downs above it:
   • Type: Documents, Spreadsheets, Presentations, Forms, Photos & images, PDFs, Videos, Sites, Audio, Drawings or Archives (zip).
   • Modified: a quick range (Today, Last 7 days, Last 30 days, This year, Last year) or Custom date range with After and/or Before dates.
   • Source: Gmail (attachments) or Meet (recordings).
5. To switch between ascending and descending order, click the arrow next to Storage used on the right.

Delete unnecessary files

1. On the Storage page, hover over a file and click its check box (select multiple if you like).
2. Click the Trash (trash can) icon at the top.
3. Empty the Trash to actually reclaim the space:
   • In the left sidebar, click Trash.
   • In the grey banner, click Empty trash, then Delete forever (or wait 30 days for automatic removal).

Find and handle old items

1. Use the Modified filter to set Last year or a Custom date range.
2. Review the results:
   • Keep but archive: move to an Archive folder in a shared drive.
   • Delete: select and trash.

Organize department content in shared drives

When a department shared drive does not exist

1. Open Shared drives: in the left sidebar, click Shared drives.
2. Create a new drive: click + New shared drive at the top, enter a clear name following the pattern Department Name – Purpose (for example, English Department – Student Reports), then click Create.
3. Add at least two managers: with the new drive open, click the drop-down arrow next to its name and choose Manage members. In the "Add people and groups" field, enter two or more department members' email addresses, set each person's role to Manager, then click Send.

When a department shared drive already exists

1. Open Shared drives: in the left sidebar, click Shared drives.
2. Search for your department drive: use the search box at the top to look for your department name (for example, "English Department – Student Reports").
3. Verify your role: open the three-dot More actions menu to the right of the total members column and click View/Manage members. Confirm you have the role of Contributor or higher so you can add files. (If the drive lists only one Manager, let the department head know two Managers are recommended.)
4. Move files into the shared drive: click My Drive in the left sidebar, hover over the file you want to move, open the three-dot More actions menu and choose Move to. Select Shared drives, pick your department drive, then click Move.

Additional resources

• Move files and folders into shared drives — Google Drive Help (External Link)
• View and reorder your files and folders — Google Drive Help (External Link)

Environment

• Google Drive
• Google Workspace