Understanding Storage and Services for Google and Microsoft Based on Constituent Groups


Introduction

The storage and services for Virginia Tech's Google Workspace (GW) and Microsoft 365 (M365) environments vary for the constituent groups listed below and your membership within one or more of them.

Storage quotas are in effect for GW. For M365, changes are coming starting in 2025. To understand the GW/M365 service lifecycles for a specific group, click on one of the links above.

This article will describe how the combination of constituent groups will affect the storage and services for you within GW and M365.

Explanation

 

If you have more than one active affiliation with the university, services and storage work as follows

  • For services, you receive the ALL services provided by the multiple constituent groups from the table below. 
  • For storage, you receive the highest storage from a single constituent group within each environment
  • For email, if you are an active employee, retiree in the Microsoft environment, or student, you are required to use Exchange Online (EO) for email. If you have access to Gmail due to another constituent group, it is restricted from sending and receiving.
  • As an example, if you are both an employee and an alum:
    • You receive access to M365 employee services, the GW employee service (which does not include Gmail or Calendar), and the Google Gmail alumni service
    • You currently receive at least 100 gigabytes (GB) in Exchange Online and 5 terabytes (TB) in OneDrive (assumes A5 license) and at least 5 GB in GW.
    • Your email will arrive in your EO mailbox while you remain an active employee. You cannot change your routing, set a forward to @g.mail.vt.edu, and are restricted from sending and receiving within Gmail.
  • As an example, if you are both a recent student and an alum:
    • You receive access to M365 student services, the GW student service (which does not include Gmail or Calendar), and the Google Gmail alumni service
    • You currently receive at least 100 gigabytes (GB) in Exchange Online and 5 terabytes (TB) in OneDrive (assumes A5 license) and 5 GB in GW.
    • Your email will arrive in your EO mailbox while you remain an active student. You cannot change your routing, set a forward to @g.mail.vt.edu, and are restricted from sending and receiving within Gmail.
    • You internally retain student status for up to 2 "major" semesters (Fall and Spring) with a 60-day grace period following that.

This table illustrates individual storage and services based on constituent group. 

 

GOOGLE WORKSPACE

MICROSOFT 365

VT EMAIL

Constituent Group

Gmail &
Calendar

Drive

Account
Storage
in Gigabytes1

Expandable (E)
Fixed (F)3

Exchange
Online

OneDrive

Expandable or
Fixed3

Service

Employees

No

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Students

No

Yes

5 (F)

Currently2
100 GB

Currently2
5 TB

Fixed

EO

Alumni

Yes

No

5 (F)

No

No

-

Gmail

Retiree (GW)

Yes

Yes

10 (F)

No

No

-

Gmail

Retiree (M365)

No

Yes 
for access to
files shared
with them in GW, but 
no storage allocation

No

Currently2
50 GB

Currently2 100 GB

Fixed

EO

Employee + Student

No

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Student + Alumni

Yes
Restricted4

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Student + Retiree (GW)

Yes
Restricted4

Yes

10 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Student + Retiree (M365)

No

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Student + Alumni + Retiree (GW)

Yes
Restricted4

Yes

10 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Student + Alumni + Retiree (M365)

Yes
Restricted4

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Alumni

Yes
Restricted4

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Alumni + Retiree (GW)

Yes
Restricted4

Yes

10 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Alumni + Retiree (M365)

Yes
Restricted4

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Retiree (GW)

Yes
Restricted4

Yes

10 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Employee + Retiree (M365)

No

Yes

5 (E)

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Expandable

EO

Student + Alumni

Yes
Restricted4

Yes

5 (F)

Currently2
100 GB

Currently2
5 TB

Fixed

EO

Student + Alumni + Retiree (GW)

Yes
Restricted4

Yes

10 (F)

Currently2
100 GB

Currently2
5 TB

Fixed

EO

Student + Alumni + Retiree (M365)

Yes
Restricted4

Yes

5 (F)

Currently2
100 GB

Currently2
5 TB

Fixed

EO

Student + Retiree (GW)

Yes
Restricted4

Yes

10 (F)

Currently2
100 GB

Currently2
5 TB

Fixed

EO

Student + Retiree (M365)

No

Yes

5 (F)

Currently2
100 GB

Currently2
5 TB

Fixed

EO

Alumni + Retiree (GW)

Yes

Yes

10 (F)

No

No

-

Gmail

Alumni + Retiree (M365)

Yes
Restricted4

Yes

for access to
files shared
with them in GW, but 
no storage allocation

5 (F)

Currently2
50 GB

Currently2 100 GB

Fixed

EO

Sponsored PID

No

No

No

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Fixed

EO

Language and Culture Institute

No

No

No

Currently2
100 GB (A5) or 50 GB (A1)

Currently2
5 TB (A5) or 100 GB (A1)

Fixed

EO

1 Account storage is a single pool of storage that is used across all services within the respective environment, for example Gmail AND Drive or Exchange Online AND OneDrive. 

2 The values show represent the current storage available for M365 services. These storage limits are changing in 2025 with A5 employees receiving a base of 25GB and A1 employees receiving a base of 5GB. The A1 storage assignment comes from the department's storage pool. Students will receive 10 GB. Retirees in M365 will receive 10 GB. The storage is applied across both Exchange Online and OneDrive. 

3 Expandable: Departments can allocate more storage to the account. Fixed: Account has a fixed amount of storage and cannot be allocated more. For M365, this information applies to the changes coming in 2025. 

4 Cannot change their routing, set a forward to @g.mail.vt.edu, and are restricted from sending and receiving within Gmail.