Maximising SharePoint Storage for Companies: Insights for E5, E3, and Premium Plans

Nevada IT Blogger
Sep 24
4 min read

In today's fast-paced digital world, managing data efficiently is vital for businesses of all sizes. Microsoft SharePoint stands out as a robust platform for collaboration and document management, allowing organizations to store, organise, and share information effectively. However, it's crucial to understand the storage limits tied to different Microsoft 365 plans, such as E5, E3, and Premium. This post will delve into the storage capacities of these plans and provide a detailed example for a 500-user company. We'll clarify the distinction between SharePoint and OneDrive storage, share actionable recommendations for managing storage efficiently, and outline steps to increase storage along with their costs.

Understanding SharePoint Storage Limits

Microsoft 365 offers tailored plans to fit various organizational needs. The key storage limits for SharePoint Online are as follows:

E3 Plan

The E3 plan includes 1 TB of storage, plus an additional 10 GB for each licensed user. For a company with 500 users, the storage totals would break down like this:

Base Storage: 1 TB
Additional Storage: 500 users x 10 GB = 5,000 GB (or 5 TB)

Total Storage for E3: 1 TB + 5 TB = 6 TB

E5 Plan

The E5 plan similarly provides 1 TB of base storage, plus 10 GB per licensed user. For the same 500-user company, the storage calculation remains consistent:

Base Storage: 1 TB
Additional Storage: 500 users x 10 GB = 5,000 GB (or 5 TB)

Total Storage for E5: 1 TB + 5 TB = 6 TB

Premium Plan

The Premium plan offers igual features, including 1 TB of base storage plus 10 GB per licensed user. Therefore, for a 500-user company:

Base Storage: 1 TB
Additional Storage: 500 users x 10 GB = 5,000 GB (or 5 TB)

Total Storage for Premium: 1 TB + 5 TB = 6 TB

In brief, all three plans—E3, E5, and Premium—provide a total of 6 TB of SharePoint storage for a company with 500 users.

Does SharePoint Storage Include OneDrive?

A frequent question is whether SharePoint storage is included with OneDrive storage. The answer is no; SharePoint and OneDrive are distinct within the Microsoft 365 suite.

SharePoint Storage: Primarily used for team collaboration, such as team sites and document libraries.
OneDrive Storage: Personal space for users to store files. Each user generally gets 1 TB of OneDrive storage, which can be expanded to 5 TB upon request.

Even though both platforms are essential parts of Microsoft 365, they have unique storage allocations and functions.

Effective Strategies for Managing Limited Storage

As companies grow, the challenge of insufficient storage may arise. Here are key strategies to enhance SharePoint storage management:

Regularly Audit Storage Usage
Conduct routine checks on SharePoint to uncover underutilized files and folders. For example, if a company identifies 500 GB of outdated files, removing them can free up significant space.
Implement a Retention Policy
Establish a retention policy to define how long to keep different categories of content. For instance, files older than five years can be archived, reducing clutter and recovery times.
Educate on File Management
Provide training for employees on efficient file management. Encourage practices like avoiding duplicate files and structuring documents logically, which streamlines storage use.
Utilise Versioning Wisely
While document versioning is helpful for tracking changes, limit the number of versions retained for each file. For example, keeping only the last three versions can save a substantial amount of space.
Explore External Storage Solutions
Consider using external solutions—such as Azure Blob Storage—to manage less critical data, allowing SharePoint to focus on more vital documents.
Monitor Storage Trends
Track storage usage patterns to anticipate storage needs. This proactive approach helps address potential problems before they arise, ensuring smoother operations.

Steps to Increase Your SharePoint Storage

If storage limits present ongoing challenges, consider the following steps to expand your capacity:

Purchase Additional Storage
Microsoft allows organizations to buy extra SharePoint storage directly via the Microsoft 365 admin center. The usual cost is about £0.16 per GB per month. For instance, adding 1 TB (1,024 GB) of storage would cost approximately £163.84 per month.
Optimise Existing Storage
Prioritize optimizing current storage before purchasing more. This can be done by deleting outdated files, archiving irrelevant documents, and implementing efficient management practices.
Review User Licenses
Assess user access to determine if licenses can be revoked for unnecessary users. This can recover storage tied to inactive accounts.
Utilise SharePoint Online Limits
Make sure your organisation takes full advantage of SharePoint's maximum storage limit of 25 TB, in addition to user-per-user increments.

Cost Insight for Additional Storage

As previously noted, the cost for extra SharePoint storage is around £0.16 per GB per month. If a company decides to add 1 TB (1,024 GB) of storage, the formula to calculate the monthly cost would be:

1,024 GB x £0.16 per GB = $163.84 per month

This sum may vary based on a company’s specific needs and the amount of storage added.

For more tailored advice and detailed pricing assistance, please reach out to Nevada IT. They can provide valuable insights to help you make the best decision for your organization’s storage needs.

Final Thoughts on SharePoint Storage Maximization

Maximising your SharePoint storage is crucial for maintaining an efficient and organized digital workspace. By implementing best practices and utilizing available tools, you can ensure optimal performance and accessibility for your team.

If you're looking for tailored solutions or need assistance with your SharePoint environment, contact Nevada IT today. Our experts are ready to help you enhance your SharePoint experience and maximise your storage capabilities.

Don't hesitate—reach out now to see how we can assist you!