SharePoint disk space management through HostPilot
Prior to SharePoint Site installation, the account administrator should choose a SharePoint package that determines the size of the future site.
You can view the size of your site in HostPilot. Navigate to HostPilot > Users & Services > SharePoint and click the Storage Management link. Please note that the total SharePoint disk space provided on that page is calculated once per day.
After a SharePoint site is installed, you have two options to increase the disk space for the site:
- Upgrade SharePoint Package. This can be done on the HostPilot > Users & Services > SharePoint page. Click the Upgrade SharePoint Package button in the SharePoint Settings section, choose a package and click the Change SharePoint Package button.
- Add disk space. You can add it to your existing SharePoint plan in 500 MB increments at the standard rate specified in your plan. Click the Storage Management button on the SharePoint page in HostPilot. You can increase or decrease your SharePoint disk space allowance by selecting the amount of additional disk space you would like to purchase and then clicking Save. Your change will be effective immediately.
When the site exceeds the maximum storage allowed, notification is sent to the account administrator. If the account administrator doesn't increase disk space within three days after notification has been sent, additional space will be added to the site automatically.
SharePoint storage management through the Site Administration
A SharePoint Administrator (a user with an email address that you specified as administrator during SharePoint installation) can control disk space usage of the site.
To find out the disk space occupied by the site:
- From the SharePoint home page, navigate to Site Actions > Site Settings.
- Under Site Collection Administration, click the Usage summary link.
Please note that you cannot view the Storage Space Allocation breakdown, because your site is running in a shared environment.
SharePoint storage problems
Most SharePoint storage concerns are about size calculations. You will find some information below on how disk space is occupied by the site and how its content is calculated.
First of all, adding a document to a library consumes much more space than you might think. For every document, there is also the metadata and index data that goes with it. If a document is stored in a standard folder and has a standard set of properties associated with it, the document will consume about 12 KB for metadata, plus about 30% of the total document size for indexing. Therefore, if a document is 100 KB in size, you can expect to consume 100 KB for the document, 12 KB for the metadata, and 33.3 KB for the index. Your 100 KB document just consumed 145 KB.
Other common reasons for unexpected site growth are the use of versioning in Document Libraries or an uncontrolled Second Stage Recycle Bin.
1. Versioning in Document Libraries
Versioning creates a new copy of the document every time the document has been checked out. Therefore, to determine how much space a document in an enhanced folder is consuming, take the number of versions plus one and multiply it by the document size plus the index size, plus the metadata size. This means that if there were four versions of our 100 KB sample document, the document would be consuming 725 KB (four versions plus 1, multiplied by the 100 KB document size, plus 33.3 KB for the index size plus 12 KB of metadata).
To control versioning settings, open the library and navigate to Settings > Document Library Settings. Then click Versioning Settings. To learn about versioning, refer to Help for SharePoint on the Microsoft site: http://office.microsoft.com/en-us/sharepointtechnology/HA100215761033.aspx
2. Site Collection Recycle Bin (or Second Stage Recycle Bin)
Whenever the end user deletes data from the site, it goes to the End User Recycle Bin. Items in the Recycle Bin remain there until the end user decides to permanently delete or restore them, or until the items are permanently deleted after the retention period of 30 days. To view items deleted from the site, a user can click the Recycle Bin link in the Quick Launch pane on the left. Users will see only their own files that have been deleted from the site. Even the site Administrator will see only his or her own deleted files in the first-level Recycle Bin.
If the file is deleted from the "user" Recycle Bin, it is sent to the Site Collection Recycle Bin, where an administrator can restore it or delete it permanently. The Second Stage Recycle Bin can be managed only by a SharePoint Administrator (a user with an email address that you specified as administrator during SharePoint installation).
To view the content of the Site Collection Recycle Bin:
- Log in with site administrator credentials.
- Navigate to Site Actions > Site Settings.
- Under Site Collection Administration, click the Recycle Bin link.
This opens the Site Collection Recycle Bin, which has two links in the navigation pane on the left:
End User Recycle Bin items - Shows contents of all users' Recycle Bins. This is still the first level.
Deleted from end user Recycle Bin - This is the second stage.
You need to be an administrator to see even all first-level Recycle Bin content from all users, as well as for the second level.
To learn more about the Recycle Bin, refer to Help for SharePoint on the Microsoft site: http://office.microsoft.com/en-us/sharepointtechnology/HA100214341033.aspx
Only the SharePoint Administrator (a user with an email address you specified as administrator during SharePoint installation) has access to Site Administration options, including Usage Summary and Site Collection Recycle Bin. Other users will not be able to see these links under Site Collection Administration, even if they were granted Full Access to the site.