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Microsoft Storage Hub

All Australian universities are responding to major changes in Microsoft 365 (M365) storage. Learn more about the upcoming changes across M365 tools including OneDrive, Teams and SharePoint and how to organise, reduce and manage your storage. 

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Important Update: Microsoft Teams recordings will now automatically expire after 60 Days for Professional Staff members.

If you require a recording of a Teams meeting for teaching, HR, compliance or operational purposes, please make sure you save the recordings. Learn more about how and when to save Teams recordings below. 

Changes to M365 Storage in 2026

From October 2026, Microsoft is reducing UNSW’s included storage capacity by 95%. Any storage held above the new limit will incur additional cost. This is an industry-wide shift and every Australian university is navigating the same challenge. Reducing unnecessary storage is something we can all contribute to as good digital citizens, and it directly reduces costs the university would otherwise carry.

To support the management of M365 storage, we have developed a range of guides and practical steps that you can take to reduce your storage footprint. You do not need technical knowledge to use these guides. 

 

Use the Tabs below to learn how to reduce your storage footprint by: 

  • Using OneDrive to check your current usage and understand which documents are taking up the most space
  • Switching to Transcription only instead of Recording Microsoft Teams meetings
  • Emptying your OneDrive Recycle bin after you have deleted files


Use OneDrive to check what is using up space

  1. Open the 'Largest Files in your Onedrive' webpage: To view a list of the largest files in your OneDrive, open https://unsw-mysharepoint.com/largestfiles in your preferred browser and log in using your zID and password if required.
  2. Review files: Identify files that are unneccessary such as duplicates, old versions or simply no longer needed. You can sort your OneDrive by date last modified to find older files.
  3. Delete files: Delete the files that you do not need by clicking on the three dots next to a file name. An option to delete the file will apear in the drop down. A pop up will appear to confirm the action. Select Delete to proceed.


Using transcribe instead of record

You can only record or transcribe meetings in MS Teams. You cannot record or turn on Transcription in unscheduled calls.To reduce your overall data storage footprint, we recommend using 'Transcribe only' to record meetings. 

What is a Transcription?

During a Teams meeting, you can start live transcription to capture everything being said. The transcription appears in real time as text in a pop-up box and includes each speaker's name as well as time stamps. Transcripts can be downloaded and saved once the meeting has ended to provide a record of the meeting.

Is this the same as a Recording?

No. A recording of a Microsoft Teams meeting will generate a MP4 file, which is a digital multimedia files that stores video, audio, subtitles and images in a compressed file. They are usually large files, with the most common example of these being recordings of Microsoft Teams meetings. Recordings of Microsoft Teams meetings record the video and audio elements as well as the transcription.

 

Turn on Transcribe in a Teams meeting

  1. Select More (three dot symbol) in your meeting controls.
  2. Select Record and transcribe, then select Start Transcription
  3. Confirm the Language being spoken in the meeting
  4. Everyone in the meeting will now see a pop-up banner that says the call is being transcribed.

It is encouraged that you announce to participants that Transcription has started. You can stop the transcription any time by repeating the same steps of More actions > Record and transcribe > Stop Transcription

 

Download and save a Microsoft Teams transcript

MS Teams meeting transcripts are saved into the Meeting Chat History, where you can download it as a .docx or .vtt file and save to your preferred location.

  1. Select the Chat for the meeting you have Transcribed. You can do this via your chat feature in Teams, or by clicking on the meeting inside your Teams Calendar, and selecting the Chat option.
  2. In the Chat there will be a Recap once the meeting has finished.
  3. In the Recap, click on Transcript. This will open a new window.
  4. Select Download and choose between the file types:
    • .docx is a formatted text file for reading, editing and sharing
    • .vtt is designed for video captions with precise timing
  5. When you click Download, the file will appear in your 'downloads' folder. Hover over the file name and select the folder icon 'open containing folder' to show the document in your file structure.
  6. Move this document to your preferred location, this might be a folder on your computer, or into a specific folder in a Teams Channel.

 

How to create and download a Microsoft Teams recording

We encourage you to use Transcription only instead of recordings where possible to reduce your storage footprint. If you require a recording for education, project, accessibility, legal or HR purposes, then you can follow the steps below to create and safely save your recordings. 

Please note that for Professional staff, recordings will move to the Recycle Bin after 60 days.TO keep a recording longer than 60 days you will need to download the file and save it in your preferred location. This does not impact Academic and teaching staff members. 

 

Start a MS Teams recording

  1. Select More (three dot symbol) in your meeting controls.
  2. Select Record and transcribe, then select Start Recording
  3. Confirm the spoken language of the meeting
  4. Adjust the recording options via the drop-down menu. Remember that all recordings will include a transcript. 
  5. Everyone in the meeting will now see a pop-up banner that says the call is being recorded.
  6. To stop the recording, end the call or repeat the same steps of More > Record and transcribe > Stop recording

 

Download MS Teams meeting recording

  1. Select the Chat for the meeting you have recorded. You can do this via your chat feature in Teams, or by clicking on the meeting inside your Teams Calendar, and selecting the Chat option.
  2. In the Chat there will be a Recap once the meeting has finished.
  3. In the Recap, click on the video in the bottom right hand side. This will open a new window.
  4. Click on the 'Watch in browser' option in the top right hand corner. This will open a new window.
  5. Select Download in the toolbar at the top of the page
  6. When you click Download, the file will appear in your 'downloads' folder. Hover over the file name in the pop-up and select the folder icon 'open containing folder' to show the document in your file structure.
  7. Move this document to your preferred location. 


Review and empty your OneDrive Recycle bin

Emptying your Recyle bin helps to reduce your storage footprint faster. Any document added to the Recycle bin during a deletion process will live in the active storage space for another 30 days. By emptying the Recycle bin you'll see how much storage you've saved almost immediately. 

 
  1. Open OneDrive in your browser: to access your OneDrive, open Home - OneDrive in your preferred browser and log in using your zID and password if required.
  2. Open the Recycle bin: Select the Recycle Bin option in the navigation pane on the left hand side of the window
  3. Review your files and make sure you are comfortable permanently deleting these files.
  4. Empty the Recycle bin: At the top of the Recycle bin page there will be an option to Empty Recycle bin. WHen you click on this option, a pop up will appear to confirm the action. Select Yes to proceed.

 

Remember: If you have deleted files from your recycling bin that you need, you can retrieve these files from a holding zone for up to 63 days after deletion. After 63 days these files will be permanently deleted. 

Looking for support with M365 file management and storage? 

IT are currently setting up drop-in sessions to provide guidance and support. In the mean time, you can log a ticket, visit a service centre or call the IT Service desk.
Contact the IT Service Desk

FAQs

About the changes

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OneDrive and file management

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Microsoft Teams recordings

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    Suspendisse velit dui, consequat a pretium sed, hendrerit eget dolor. Mauris bibendum sed purus at porttitor. Proin nec magna commodo, aliquet mauris sed, pellentesque sem. Nam a quam enim. Nullam id enim vitae ante bibendum venenatis. Vestibulum neque augue, malesuada vel diam nec, finibus vestibulum neque. Praesent luctus mattis convallis. Donec vulputate porta accumsan.

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    Suspendisse velit dui, consequat a pretium sed, hendrerit eget dolor. Mauris bibendum sed purus at porttitor. Proin nec magna commodo, aliquet mauris sed, pellentesque sem. Nam a quam enim. Nullam id enim vitae ante bibendum venenatis. Vestibulum neque augue, malesuada vel diam nec, finibus vestibulum neque. Praesent luctus mattis convallis. Donec vulputate porta accumsan.

Leaving UNSW

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    Suspendisse velit dui, consequat a pretium sed, hendrerit eget dolor. Mauris bibendum sed purus at porttitor. Proin nec magna commodo, aliquet mauris sed, pellentesque sem. Nam a quam enim. Nullam id enim vitae ante bibendum venenatis. Vestibulum neque augue, malesuada vel diam nec, finibus vestibulum neque. Praesent luctus mattis convallis. Donec vulputate porta accumsan.

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    Suspendisse velit dui, consequat a pretium sed, hendrerit eget dolor. Mauris bibendum sed purus at porttitor. Proin nec magna commodo, aliquet mauris sed, pellentesque sem. Nam a quam enim. Nullam id enim vitae ante bibendum venenatis. Vestibulum neque augue, malesuada vel diam nec, finibus vestibulum neque. Praesent luctus mattis convallis. Donec vulputate porta accumsan.

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    Suspendisse velit dui, consequat a pretium sed, hendrerit eget dolor. Mauris bibendum sed purus at porttitor. Proin nec magna commodo, aliquet mauris sed, pellentesque sem. Nam a quam enim. Nullam id enim vitae ante bibendum venenatis. Vestibulum neque augue, malesuada vel diam nec, finibus vestibulum neque. Praesent luctus mattis convallis. Donec vulputate porta accumsan.