Effective Monday, March 31, Microsoft is implementing a storage limit for Microsoft 365 across OneDrive, SharePoint and Exchange email for all educational institutions, including 91��ɫ. This means that faculty, staff and students will have limits on the amount of space available for storing files and information.

 New storage limits for faculty and staff  

• OneDrive: 200 GB 
• Teams/SharePoint: 1 TB per site 
• Exchange/Outlook: No change to existing quotas, but a new archiving policy will automatically move emails over two years old to an archive mailbox.

 Email Archiving Feature

The new archiving policy will help manage your email storage by automatically moving emails older than two years to an archive mailbox. Archive mailboxes do not count towards your storage quota and are easily accessible on Windows, Mac, and Outlook Web Access (OWA). This means you can keep your older emails without worrying about them taking up your primary storage space. For more information on accessing your email online archive mailboxes, please refer to the following link from Microsoft Support. . .

New storage limits for students

 OneDrive: 50 GB 

• Teams/SharePoint: 1 TB per site 
• Exchange: /Outlook: No change to the existing email storage quota.

 Next steps

Most people will be unaffected by this change. Nonetheless, you are encouraged to review your storage to understand how much you are using and delete or archive files no longer in use (see link below for more details). Anyone who is over the quota will be contacted directly.

 Once the new limits are in place, the system will send a warning notice to anyone who is using 90 per cent of their storage capacity and a second warning when their storage is full. Anyone who exceeds their storage capacity (OneDrive, Teams and Outlook) will not be able to add new files until they have removed or deleted content.

 What if I need more storage? 

 We understand this transition may be challenging. Additional paid storage options are available for users with higher storage needs.

Note: these are annual prices with a minimum one-year commitment.  

Learn more

Learn how to manage your OneDrive storage through this helpful guide: Managing Your OneDrive Storage.

 Contact

Please direct any questions or concerns to USC Client Services at askit@yorku.ca or 416 736 5800.

Frequently Asked Questions

Microsoft Outlook FAQs

Size of Outlook email quota in Microsoft 365

100 GB.

Accessing Email Archive

on accessing your email archive.

Accessing Archived Calendar Entries

Accessing the archived calendar is only supported on Classic Outlook for Windows. 

Currently, there is no support for accessing it through the Outlook Web App or Outlook for Mac. See the following for more information.

Instructions for accessing your archived calendar entries

1. Confirm that you are using Classic Outlook.

2. In the top-right corner of the Outlook window, you should see a switch labelled “Try the new Outlook”. If the switch is off, you're using Classic Outlook. Proceed to step 3.

If you see the New Outlook switch, you must revert to Classic Outlook. 

To revert, click on the Help menu, then select Go to classic Outlook. 

3. Open Classic Outlook.

• In the left navigation pane, click on the calendar icon.
• Scroll down and click Calendar - Online Archive username@yorku.ca.

Viewing Email Older Than 2 Years

If you're looking to view emails older than two years in your mailbox, you'll need to enable Cached Exchange Mode in Outlook. This feature stores a copy of your mailbox on your computer, making it easier to access older emails without requiring a constant connection to the server.

Important: Cached Exchange Mode is only available for Outlook on Windows desktop clients. If you're using another platform, such as macOS or webmail, this option won't be available. For detailed instructions on enabling Cached Exchange Mode, visit

Recovering deleted items in Outlook

Sending automatic out-of-office replies from Outlook.com or Outlook on the web

Recovering deleted items in Outlook for Windows

Shared mailboxes and how to access them

• A shared mailbox is a term for a secondary account. These accounts are typically accessed by multiple people.
• Users who are granted access to a shared mailbox will see the shared account below their primary account when they log in to Outlook.

The table below explains the differences between Primary and Secondary accounts:

Account Features	Primary Account (Personal Email)	Secondary Account (Shared Mailbox)
Login directly to M365	Yes (Passport 91��ɫ authenticated)	No (users with permissions can access the shared mail via their personal account. Must be on M365)
Mailbox size	100 GB	50 GB
Archive mail (no quota)	Yes	No
Granting access	User can delegate access to other users	User must submit a ticket requesting access
Delegation features	Users can provide folder-level access, and granular calendar access (view/edit access)	Only users with full access permissions can provide shared mailboxes multi-level or granular access to folders and calendars
Send As / Send on Behalf of	Yes	Yes
Auto-reply	Can be set by primary users	Can be set by primary users through the Outlook Web App
Forwarding	Yes	Yes
Group membership	Can be added as a member to all group types	Can be added as a member of a distribution list but not a security group
Accessible via Mobile Client	Yes. Can be accessed via IOS/Android client, and can have multiple accounts attached	Can be accessed via IOS/Android client, and can have multiple accounts attached
Outlook desktop configuration impact	Yes. If multiple accounts are configured, may become temporarily unstable	Yes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after
Mail sent from account	By default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folder	By default, sent mail is stored in the sender’s personal Sent Folder, but by request (via ticket) sent mail can be stored in the shared mailbox’s sent folder
IMAP access	Yes	No
Account Type	Requires a PY account associated with the owner	A secondary account is generally used by a department or for a course
Granted 91��ɫ Services	Yes	Central Web and Shared Mailbox services only

How to access it?

If you have already requested access to a shared mailbox, you can view it by following these steps:

• Windows Desktop: Open and use a shared mailbox using the Windows Outlook desktop client,
• Mac Desktop: Open and use a shared mailbox using the Mac Outlook desktop client,
• Web: Open and use a shared mailbox using the Outlook web client,
• �ѴDz�������:��Open and use a shared mailbox using the Outlook mobile app,

Requesting Access

To add or remove users to or from a shared mailbox, the owner must submit a request to add/remove users to askit@yorku.ca. The request must include the Passport 91��ɫ username of each user being added/removed.

Creating an email message template

Delegating access to your email?

Creating an email signature?

Email size

The maximum size of an Outlook email is 35 MB, including the message body, all attachments, embedded images, and any other content.

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