If you’ve ever wondered why your SharePoint storage is filling up faster than expected, you’re not alone. Understanding what actually consumes space in SharePoint is key to managing it effectively - and avoiding unnecessary costs.
What is SharePoint storage space?
SharePoint storage space refers to the total amount of cloud storage allocated to your Microsoft 365 tenant for SharePoint Online. This includes:
- Document libraries
- Lists and metadata
- Site pages and assets
- Recycle bin contents
- Teams files (stored in SharePoint)
- Version history of documents
Your tenant receives:
- 1 TB base storage
- +10 GB per licensed user
This pooled storage is shared across all SharePoint sites in your organization.
What consumes the most space?
Here are the top contributors to storage usage:
Document libraries
- These are the primary storage areas for files and folders.
- Large files (e.g. videos, design assets, backups) can quickly consume space.
Version history
- SharePoint stores multiple versions of each document by default.
- Hundreds of versions per file can double or triple your storage usage.
Teams growth
- Files shared in Microsoft Teams are stored in the connected SharePoint site.
- As Teams usage grows and people create new teams (sometimes without checking whether an existing appropriate team already exists), so does your SharePoint storage footprint.
Site assets and pages
Images, scripts, and page layouts also count toward your quota.
Recycle bin
Deleted files remain in the recycle bin for up to 93 days and still count against your storage.
🧠 Tip: Emptying the recycle bin and trimming version history are quick wins for freeing up space.
What doesn’t count toward storage?
Some items are excluded from your SharePoint storage quota:
- OneDrive for Business storage (separate allocation)
- Exchange mailbox data
- Yammer messages
- Stream videos (stored in OneDrive or SharePoint, depending on configuration)
However, if Stream videos are stored in SharePoint, they will count - so check your tenant’s video storage settings.
How to monitor your storage space
You can track usage in the Microsoft 365 Admin Center:
- Go to Reports > Usage > SharePoint > Storage
SProbot can also help by:
- Identifying large files and version-heavy libraries
- Highlighting inactive or orphaned sites
- Suggesting cleanup actions to reclaim space
🔗 Related reading: Reclaim valuable SharePoint storage
How to reduce storage usage
Once you know what’s taking up space, here’s how to reduce it:
- Archive or delete inactive sites
- Limit version history to 50 versions or fewer
- Remove large unused files
- Empty the recycle bin regularly
- Educate users on storage best practices
These steps can help you reclaim 20–40% of your storage without spending a cent.
Final thoughts
Understanding what counts toward SharePoint storage space is the first step to managing it effectively. With regular monitoring and smart cleanup, you can stay within your limits and avoid unnecessary costs.
