BC faculty, staff, and students can access their documents, email, calendar, and more through Google Workspace—a web-based suite of communication and collaboration tools by Google. This includes Google Drive.

BC faculty, staff, and students can also use Microsoft 365, which includes Word, Excel, and PowerPoint.

Google Workspace Storage Quotas

About BC Google Quotas

Google ended unlimited storage in Google Workspace (Gmail, Google Drive, and Google Photos). Due to this change, as of May 1, 2024, storage quotas were applied to all BC Google accounts as follows:

  • Individuals: 250 GB
  • Shared Drives: 500 GB
  • Shared Mailboxes: 10 GB

What do I need to do?

Start by checking how much Google storage you are using. If you are:

  • Under limit, no further action is needed.
  • Over limit, you will need to delete and/or move files off of your BC Google account. Review the FAQs for more information & next steps.


Contact the Help Center at 617-552-HELP (4357) or help.center@bc.edu or your Technology Consultant.

Quota FAQs





Storage Limits



Exporting & Managing Data



Faculty, Staff, Students & Alumni


Storage Options for Moving Google Drive Files


Your personal files should be moved to a consumer Google account or to a storage option such as Amazon, Apple, Google, or Microsoft. Note: BC will not pay for extra storage needed for your personal files.

Faculty & Staff

Your TC (Technology Consultant) can work with you on an individual basis to determine the best location for your files.

Do you have sensitive data?

Please refer to the Regulated Data Chart to help you determine where to store your files in accordance with important data security rules and regulations.

Personal Files

Your personal files should be moved to a consumer Google account or to a storage option such as Amazon, Apple, Google, or Microsoft. Note: BC will not pay for extra storage needed for your personal files.

Faculty & Staff: For security reasons, do not use the Google “transfer” option, as it will transfer all files, not just your personal ones.

BC Files

The preferred storage option for BC data for collaboration is a Google Shared Drive. If you have a group of BC people that need to collaborate on data, you can request a Google Shared Drive.

Using Google Takeout to Export Your Data

Google Takeout (developed by Google) allows you to export/download a copy of all of your Google Workspace data (Gmail, Docs, Contacts, Calendar, etc.). You can store the data locally on your computer or upload it to a non-BC cloud storage service, such as a personal Google, OneDrive, or Dropbox account.

It can take a few minutes to several days to export your data, depending on the type of data, how much data you’re exporting, and how many people are using the Google tool at the same time. ITS has no insight into this process, but can answer general questions about Google Takeout.


How to Download your Data Using Google Takeout

Instructions: Use the Google Chrome browser to use Google Takeout to export your data (by Google).

  • Consider downloading data from Google applications (i.e. Drive, Gmail, Calendar, etc.) individually as this has a higher success rate.
  • Caution: While you wait for your export to complete, do not retry the same Google Takeout request, as it will result in a duplication of effort/data. However, you can immediately submit another Takeout request for additional Google data types (e.g., Contacts, Calendars, Email, etc.).

Things to note about Google Takeout

  • This process will make a copy of your data, not move it, so there is no risk of data loss. 
  • Exporting your data will not automatically remove the data from your account. To reduce your storage usage, you must delete it from Google Workspace after the data has been safely moved to another location.
  • Sharing permissions on exported files & folders are not maintained.
  • Google file formats (Docs, Sheets, Slides) are automatically converted to the Microsoft equivalent format (Word, Excel, and PowerPoint).
  • Downloaded data will be exported as Zip files. If you have a lot of data, you may want to change the default file size for the Zip file exports. The default is 2 GB, but you can make each exported Zip file as large as 50 GB.
  • Only data stored in "My Drive" can be exported. Data in "Shared drives" and "Shared with me" cannot be exported.
  • By default, Google Takeout cannot move Shared Drives. However, if you are a manager of a Shared Drive, you can download or move it by doing the following:
    • Create a folder in My Drive to put the contents of the Shared Drive.
    • Open the Shared Drive.
    • Select all of the files and folders in the Shared Drive using command+A (Mac) or control+A (Windows).
    • Right-click on any selected file or folder and select Move to.
    • Browse to the My Drive folder you created above.
    • Click Move.
    • Once all of the Shared Drive files and folders have moved to the My Drive folder, you can use the instructions above to download or move that folder.
  • Google Takeout only provides download access to a) Google Calendars, for which you have the “Make changes and manage sharing” permission assigned to you (including those you’ve created), b) Google Photos you have uploaded to your Photos library and any photos you’ve saved from a Partner Sharing connection (even if they are not owned by you or taking up space in BC), and c) Google Contacts and contact photos you’ve added, as well as contacts saved from your interactions in Google products such as Gmail.

Getting Help with Google Takeout

The Help Center (617-552-4357 or help.center@bc.edu) and Walk-In Help Desk (O'Neill 3rd floor) can answer general questions about Google Takeout.

Note: ITS cannot assist with importing Google data to third-party apps or personal accounts. Please refer to the third-party vendor’s documentation for instructions.

Google Workspace - General Information

Google Workspace and Accessibility

Boston College is committed to ensuring all members of the community, including individuals with disabilities, are able to engage with University technological resources. Guided by that principle, the Student Email Committee determined Google Workspace for Education would provide an improved email experience for all students.

Google has demonstrated a commitment to ensuring Google Workspace for Education is accessible to the visually impaired, and is developing and improving its products accordingly. The Boston College Universal Design for Learning (UDL) Advisory Committee and Task Force has been working with Google to ensure this commitment continues.  

What You Need to Know

When using BC Google Workspace for Education, we ask you to be mindful of the following:

  • Use of Gmail and Google Workspace for Education is not required.
  • Students may access their BC Email account using the Gmail web interface or a client like Outlook or Apple Mail, which may offer greater interoperability with assistive technology.

Suggested Guidelines for the Visually Impaired

Google Workspace offers a number of accessibility features, including keyboard shortcuts and screen reader support. Google products, including accessibility-related features, are updated and enhanced regularly. For the most up-to-date information regarding the use of screen readers and keyboard shortcuts with Google Workspace for Edu, consult Google's resources. Please note: Configuring a third-party application for Gmail (e.g., Outlook or Apple Mail) and Calendar (e.g., Outlook or iCal) may provide the best experience for visually impaired users.

For More Support

  • Disability Services Office: 617-552-3470
  • BC Technology Help Center: 617-552-HELP (4357)

BC Google Workspace End User Agreement

BC Google Workspace is provided by the University to students, faculty and staff, and University policies apply to these services. You will be prompted to acknowledge these policies when you create your Password or Secondary Password in Agora Portal:

As a BC student, faculty, or staff member using Google Workspace for Education, I understand and agree to the following:

  • My use of email and other applications offered by Boston College through Google is governed by applicable Boston College policies, including the Technological and Information Resources Use Agreement and the Data Security Policy. I understand that Google has delegated administrative access to the account to Boston College.
  • Google’s applicable policies also apply to my use of these applications. I agree to the terms of service for Google Workspace for Education, as stated in the Google Workspace Acceptable Use Policy. I understand that if I violate these terms, Boston College or Google may suspend or terminate my account, whether or not I am in good standing with Boston College.
  • I understand that the above Google Workspace for Education terms of service, and the negotiated terms of BC’s agreement with Google, do not apply to any other account that I may maintain through Google independently of Boston College. These generally available services, as well as any non-Google Workspace apps that I may access through Google, may be governed by additional terms of service. My behavior using these independent services, however, may be governed by Boston College policy.
  • I acknowledge that Boston College does not back up data stored on Google Workspace for Education or any independent applications, and that Boston College cannot restore or recover any data or documents that are deleted from these applications.
  • I may not and will not send or store certain confidential or restricted information, as defined in the Boston College Data Security Policy via Google Workspace (including Gmail), namely, any data controlled under export control laws, personal health information protected under HIPAA, and any “personal information” defined by Massachusetts General Laws Chapter 93H to mean a person’s name associated with: a social security number; driver’s license number or similar state identification number; or a financial account number, credit card, or debit card number.

The Google Terms of Service may change without notification. Users should check this document periodically to ensure they remain in compliance.

Google Workspace Age-Based Restrictions

As of 9/1/2021, users under the age of 18 get an age-restricted experience for some Google services when they're signed into their BC Google Workspace for Education account. 

Google services with age restrictions include: YouTube, Google Search, Google Play, Google Maps, and Google Photos. 

Additionally, some Google services aren't available to users under the age of 18.

Security & Privacy

Turn on Google 2-Step Verification

ITS recommends you turn on 2-Step Verification for your BC Google accounts. As part of setup, be sure to follow the prompts to obtain backup codes so you never get locked out of your account.


Google Shared Drives

Google Shared Drives are shared online storage spaces where teams can easily store, search, and access their files anywhere, from any device. Shared Drives is a great tool for projects, committees, departments, or other team-related purposes.

Unlike files in My Drive, files in Shared Drive belong to the team instead of an individual. Even if members leave BC, the files stay exactly where they are so your team can continue to share information and get work done.

If you’ve ever used Google Drive before, you’ll find working with Shared Drives is very similar.


  • Management: Shared Drives must initially identify a Shared Drive “Organizer” who will be given “Full access.” This will allow that person to add new members or groups, and correctly manage files and folders (creating, deleting).
  • Ownership: Shared Drives are owned by the domain (Boston College) rather than individuals.
  • Access: Folders and documents stored in a Shared Drive can be accessed by all members of that Shared Drive. Non-team members can be added to individuals files (not folders, at this time).
  • Security: Shared Drives follow the same security guidelines as your BC Google Drive account, and should not be used to store certain confidential data. Consult the Regulated Data Chart to learn what data can be stored in Google Drive.

Google Resources

Google Workspace FAQ


Microsoft 365 & Add-Ons

Microsoft 365 Education

Microsoft 365 Education is a collection of services that allows you to collaborate and share your work online. The service includes Microsoft Online (Word, Excel, PowerPoint, and OneNote) and 250 GB of OneDrive cloud storage. 

Microsoft 365 Education is not a required tool at Boston College, but all eligible Boston College faculty, staff, and students can use these services for free on Mac or Windows computers and/or mobile devices.

Microsoft rebranded Office 365 to Microsoft 365.



think-cell is a Microsoft 365 add-in that integrates seamlessly with PowerPoint and helps you visualize complex charts in minutes. Create 40+ chart types including waterfall, Gantt, and Marimekko in just 2-3 minutes each. Free licenses of think-cell are available for Boston College students, researchers, and staff for educational or non-commercial purposes only.

To download & install think-cell (Mac & Windows):

  1. Use your BC email address to download think-cell software.
  2. Get the think-cell license key. You will be prompted for your license key with the next start of Microsoft PowerPoint. Note: This is the license key for all of Boston College; do not share it with anyone.

Box for Inter-Institutional File Sharing

About Box at Boston College

Box was selected by Boston College to address the need for a secure, inter-institutional file sharing service.

If you are approved for a Box account, faculty & staff will get the following quota:

  • 250 GB for personal accounts (data stored in “username Personal Folder”)

Interested in using Box for Inter-Institutional File Sharing?

This project is in the pilot phase, but once it’s ready: Current faculty and staff that need to store restricted data and share with external collaborators, please contact your local TC (Technology Consultant) to request a Box account. Your TC will ask you to decide on a folder name.

Frequently Asked Questions

Coming soon...

Quick Links