Microsoft 365 (M365) is Stellenbosch University’s cloud-based productivity platform that supports the University’s day-to-day academic, administrative and research activities. As part of our Education Enrolment Solution (EES) subscription agreement with Microsoft, all SU stakeholders receive access to a powerful suite of digital tools and services, including cloud-based OneDrive storage to access your files from anywhere, the latest Office applications such as Word, Excel, PowerPoint and Outlook, and the ability to install applications on multiple devices.

Understanding OneDrive storage at SU

OneDrive is your personal cloud storage space that allows you to store, access and share your files securely across devices. It is where you keep your working documents, research and everyday files that you need to access quickly and easily. As part of Microsoft's global changes for educational institutions, universities worldwide are required to manage cloud storage more carefully. 

Where we are now with OneDrive storage allocations

Over time, the IT Division has worked closely with University stakeholders and Microsoft to better understand campus-wide storage usage and how best to support it going forward. This has included reviewing storage needs, usage patterns and practical ways to ensure that OneDrive continues to support academic and administrative work effectively.

What this means for you

At Stellenbosch University, OneDrive storage is allocated as follows:

• Staff: 1 TB of storage
• Students: 50 GB of storage
• Staff with very large storage requirements can request additional OneDrive storage. This option carries an annual cost. 

Why storage management matters

It is still important to manage your storage proactively. Keeping your OneDrive organised helps you stay productive and ensures that you always have space for the files that matter most. 

A few simple habits can help:

• Regularly review your OneDrive storage. Use this guide to view how much storage you are using and how to manage it effectively.
• Remove duplicates and outdated documents.
• Clear out large or unused files.
• Empty your recycle bin.

Your data is safe: Rubrik backup

Are you worried about deleting something important? That is where Rubrik comes in. Rubrik is the University’s secure backup solution, currently available for staff and selected users. It automatically backs up your data from OneDrive, Outlook, Teams and SharePoint daily.  

Think of it this way: OneDrive and Rubrik

Imagine your OneDrive as a suitcase. You carry it every day with the files (or “clothes”) you use most. However, when it becomes too full, it’s challenging to find anything or fit new items in. Rubrik is your wardrobe at home. It safely stores everything you don’t need to carry every day but still want to keep. That winter coat or important document? It is packed away and accessible when you need it – just not in your everyday bag. So, when you declutter OneDrive, you are not deleting – you are making space, knowing your data is safe. 

Why self-service recovery matters at SU 

When a lecturer misplaces research notes or an administrative officer accidentally deletes important meeting notes, time is of the essence. Previously, a request to restore files would go to the IT team, but with Rubrik’s Self-Service Recovery, SU staff can restore their own files and emails – quickly, securely and without needing to log a request. 

How it works 

1. You log in to Rubrik using your SU credentials: https://sun.my.rubrik.com/ (Your account has already been set up by the IT team, so you can just follow the link and log in using the Single-Sign On (SSO) option).  
2. Search and select the file(s) or email(s) to restore.
3. Rubrik restores it to its original location.
4. You receive a confirmation email. 

Frequently Asked Questions (FAQs)

Q: Why is Microsoft's storage capacity being reduced?
Microsoft is reducing storage across its cloud services due to rising costs, security risks from excessive data, and the environmental impact of large-scale data storage.

Q: What is Rubrik and how does it work?
Rubrik is a secure, cloud-based backup platform that automatically backs up data from OneDrive, Outlook, SharePoint, and Teams. It keeps three copies of your data in different locations for safety.

Q: What happens if I exceed my storage quota?
Your account goes into read-only mode. You cannot upload, edit or sync new files until your usage drops below the limit.

Q: Will I lose data if I delete files from OneDrive, Outlook, Teams or SharePoint?
No. Rubrik backs up all data, and files can be restored if needed.

Q: Where are my Teams and SharePoint files stored?
Teams files are stored in SharePoint and OneDrive. Cleaning up via your online OneDrive account helps manage all three areas.

Q: Can I restore deleted Outlook subfolders and their contents?
Yes. Rubrik restores everything, including original folder structures and locations.

Q: Do I need to wait for a warning before deleting files?
No. You can and should clean up proactively. Instructions will be shared on how to monitor your usage.

Q: How are Teams and SharePoint backups managed?
Backups are tied to site owners, and access is restricted to authorised users to ensure security and continuity.

Q: What is the difference between Rubrik and Online Archiving? 
Online Archiving helps manage mailbox size within Outlook by moving older emails to an archive. Rubrik, on the other hand, is a separate backup tool that allows for full file/email recovery even after deletion. 

Q: Why have IT been communicating about OneDrive storage changes over the past year?
Since July 2024, the IT Division has been sharing updates about Microsoft’s global changes to cloud storage for educational institutions. These changes prompted universities worldwide, including SU, to review and manage storage more carefully.

Q: What have IT communicated so far?
Previous communications have included:

• Updates on Microsoft’s revised storage policies for universities.
• A temporary extension of existing storage allocations while options were reviewed.
• Guidance on how to manage and clean up OneDrive storage.
• Targeted messages to high-usage users with reassurance about data protection and backup through Rubrik. 

Q: Why were some users contacted directly about storage usage?
Users with higher storage consumption received targeted communication to:

• Provide clarity on their usage levels.
• Encourage proactive storage management.
• Share reassurance that data is securely backed up via Rubrik.
• Support planning for long-term storage sustainability. 

Q: What was the purpose of these updates?
The goal has been to ensure that OneDrive continues to support teaching, learning, research and administration effectively, while aligning with Microsoft’s global storage framework and maintaining a sustainable digital environment at SU.