Now that we have seen the theory, let's go
to the lab and see how we can manage
storage in SharePoint Online. I am now in
the live environment. Let me, open up edge
over here, and I will go into Active
sites. The first thing that I want to show
you is up here on the right. It shows me
that right now I'm using 5.5 GB out of
1.29 TB. So this is the first easy way to
see how much SharePoint pooled storage
that you have once you're in SharePoint
Online and how far you are from reaching
that limit. Now let's go into to storage
management. I will go inside Settings, and
let me go on Site storage limits. I only
really have two options here, so it's
really straightforward. Either. I want to
manage it in automatic mode. Automatic
mode means that sites will use the storage
they need up to a maximum of 25 TB, so
this is pretty straightforward. It
basically means there is no limit per site
collection. Every site can grow as much as
the technical limit of 25 TB, and the
other one is manual, which allows me to
set specific limits for each site. Now
there is no real best practice in which
one you should use. It really depends on
how many users you have, and how good
you're doing with storage, and how much
you want to control it inside your
organization. Of course, leaving it to
automatic is the easiest way to manage it;
however, you might have to keep a close
eye on reports and on storage to make sure
that you're not getting close to that
limit. But if you go into Manual, you have
control on how much each site can actually
use. But you might get a lot of requests
from users asking you to put that limit
higher. There is no absolute best practice
in which one you should choose. It's all
up to you. Let me set it to Manual, and
let me click on Save. Now it will take a
few seconds until this is applied. Let's
see if it's done. I will just go to Active
Sites. I will choose Awesome Acquisition
News, and here in the settings, you see
that Storage appeared, which we did not
have before. I'll go on Storage here, and
you can see what the maximum storage is
for this site. Right now, it's set to
25,600 GB, which is quite a lot. Let's set
it to 50. We want to email owners when
this much of the storage limit is used.
Let's click it to 90, and let's click
Save. It will update the site. It will, of
course, take a few seconds, and it's
already done. Now, if we wanted to the
same thing via PowerShell, I can simply
go, and I have opened a PowerShell ISE
here and prepared a cmdlet that we had in
the slides, and I have already connected
to SharePoint Online in this PowerShell
window. But we can run a Set,‑SPOSite,
give it the identity of the site that we
want to modify, and the way that we
specify things are a bit different. First
of all, it's in megabytes, not in
gygabytes, and the StorageQuotaWarninLevel
is an actual amount, not a percentage. But
of course, if you want to, you can always
do the max by using PowerShell and
specifying the percentage. But here, I'm
saying, Set‑SPOSite,
CharityatGlobalmantics, StorageQuota 50
GB, StorageQuotaWarningLevel 48 gigs. I
will just run this. It will take a few
seconds to run and apply, and after that,
I can go inside the admin center. I'll
just do a refresh, just to make sure that
it did not keep any cache. I'll do this
this way instead. Let's go to Charity at
Globalmantics that we had here, go into
Storage, see if it's updated, and it's at
50 GB, and Email the owners here again is
shown in percentage at 96. Now, remember
that because you have access to
PowerShell, you can always write a cmdlet
of the kind Get‑SPOsite, select all, show
me the StorageQuota and the
StorageQuotaWarningLevel for each site
collection if you wanted the reporting, or
you can even do the max inside Powershell,
so that's where you can see which ones are
getting close to being filled. This is it
for the small demo on how to manage
storage, so really, how to switch it
between automatic and manual mode and how
to set or update the StorageQuota and
WarningLevels for each site collection.
Now, let's go back in the slides and talk about managing site creation