Troubleshooting ONE DRIVE storage capacity issues

DavisCharlotte-7769 20 Reputation points
2026-08-11T05:35:54.8433333+00:00

hello.

I am using OneDrive with my KAIST school account.

Even though the total capacity currently in use is 100MB (including the trash), it states that the storage is using the entire 5GB.

It has been more than a month since I started experiencing this problem.

How can I solve this problem?

Microsoft 365 and Office | OneDrive | For education | Other
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Answer accepted by question author
Elena-VH 1,650 Reputation points Independent Advisor
2026-08-11T06:03:34.1833333+00:00

Dear @DavisCharlotte-7769

If your OneDrive shows 5 GB of 5 GB used, but the total size of your files (including the Recycle Bin) is only about 100 MB, this may indicate a discrepancy between the reported storage usage and the actual files stored in your account.

To help investigate:

  • Sign in to OneDrive on the web.
  • Go to Settings > OneDrive settings > More settings > Storage metrics.
  • Review the storage breakdown and check whether any folder is showing an unexpectedly large size.
  • Then, you can manage your OneDrive for work or school to see how much space you’re using and free up space if you’re getting close to your storage limit. For reference: Manage your OneDrive for work or school storage

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If the Storage Metrics page also shows only approximately 100 MB in use, the issue may be related to Microsoft 365 Education now using a school-wide shared storage model, rather than large individual quotas.

  • Shared Storage Group: Instead of giving each student unlimited or very large space on OneDrive, Microsoft now offers the entire school a shared storage pool (OneDrive + SharePoint + Exchange combined). For example: The school gets a total of 100 TB for the entire tenant, and each licensed user (A3/A5) adds additional GB to the pool.
  • When the school group is full, everyone is affected: If the tenant reaches 100% of its storage pool, Microsoft activates the environment in read-only mode. This blocks uploads and sharing for everyone, even if your personal OneDrive shows enough space.
  • For reference: Pooled storage management and Storage offerings across Microsoft 365 Education

Therefore, Since you use a school account, I recommend that you contact your IT administrator directly. They may be aware of ongoing outages or specific account issues. They can:

  • View your tenant's overall storage usage in the Microsoft 365 admin center.
  • Free up space by deleting old or inactive accounts, emptying recycle bins, or adjusting retention policies.
  • Purchase additional storage or upgrade licenses if necessary.
  • Request a temporary extension from Microsoft if the tenant is already locked.

I hope the information shared is helpful. If you have any questions, please feel free to reach out. I'm looking forward to your update.

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  1. AI answer

    2026-08-11T05:36:06.9566667+00:00

    For a school account, this is usually caused by one of these conditions:

    1. Items still exist in the Recycle Bin, including the second-stage Recycle Bin.
    2. The OneDrive client is showing stale quota information.
    3. The organization’s storage or policy settings need an admin-side refresh.

    Try this end-to-end path:

    1. Sign in to OneDrive on the web with the KAIST school account.
    2. Open Recycle Bin and remove remaining items.
    3. If available, open the Second-stage Recycle Bin and delete items there too.
    4. Wait about one hour for storage usage to refresh.
    5. In the OneDrive sync app, click the blue OneDrive icon in the Windows notification area, then select Settings.
    6. Check the storage overview and select Manage storage to review the largest files page.
    7. If the usage still incorrectly shows 5 GB full, refresh the client connection:
      • Open OneDrive icon > Settings > Account > Unlink this PC
      • Sign in again and allow OneDrive to resync

    Important: unlinking the PC removes the OneDrive folder from the device. Any files that have not finished uploading could be lost, so verify unsynced files first.

    If the problem has continued for more than a month after clearing both recycle bins and relinking the client, contact the school’s site administrator / SharePoint admin. If storage permissions or quota updates cannot be changed by the account, Microsoft’s guidance is to contact the site administrator. In this scenario, the admin may need to refresh the quota or check organization-level storage limits and policies.

    AI-generated content may be incorrect. Read our transparency notes for more information.

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