$240 per month · read-only audit · nothing left your tenant
679 GB of add-on is idle today: you buy 1,200 GB but are only 521 GB over the pool. That part ($136/mo) can be reduced at the next renewal without reclaiming anything. In-place reclaim frees a further 521 GB.
SharePoint pool position
The pool is SharePoint site storage only. OneDrive is per-user storage and does not draw on it (1,060 GB in OneDrive across 12 accounts, shown separately below).
2,545 GB
Used (sites)
2,024 GB
Pooled allowance (1 TB + 10 GB/user × 100)
521 GB
Over the pool
1,200 GB
Add-on you pay for
680 GB
Reclaimable in place
Departed-user OneDrive exposure (separate Microsoft meter, not the pool)
479 GB
across 7 unlicensed/deleted-owner OneDrives
$287 / yr
archive meter ($0.05/GB/mo) once pay-as-you-go billing is on - tenant-wide, triggered by a single reactivation
$287
to reactivate all of it ($0.6/GB, one-time)
Without billing enabled these accounts are archived at day 93 and deleted at day 365 - even under retention or litigation hold. Decide per account before day 93: relicense, move the content, or delete.
8
SharePoint sites
8
Departed-user OneDrives
2
Stale sites
3
Near quota
Where the storage is
Version history
470 GB
Recycle bins
210 GB
Stale sites (advisory)
1,000 GB
Departed-user OneDrives (outside pool)
520 GB
Departed-user OneDrives (8)
Owner deleted, unlicensed or disabled. Deleted/unlicensed accounts are in Microsoft's unlicensed-OneDrive lifecycle: read-only at day 60, archived at day 93, deleted at day 365 unless pay-as-you-go billing is enabled (then $0.05/GB/mo on every archived account, plus $0.6/GB to bring one back). Disabled-but-licensed accounts (1, 41 GB) are paying a license for a mailbox and drive nobody uses. None of this is pooled SharePoint storage; nothing here changes your add-on bill.
Owner
UPN
Status
Storage
Last activity
What it means
Jane Miller
jane.miller@contoso.com
deleted
95
2025-02-14
unlicensed - archive day 93 / delete day 365
Tom Fisher
tom.fisher@contoso.com
deleted
78
2025-05-02
unlicensed - archive day 93 / delete day 365
Raj Patel
raj.patel@contoso.com
unlicensed
64
2025-11-20
unlicensed - archive day 93 / delete day 365
Anna Kowalski
anna.kowalski@contoso.com
deleted
88
2024-12-01
unlicensed - archive day 93 / delete day 365
Wei Chen
wei.chen@contoso.com
deleted
52
2025-06-18
unlicensed - archive day 93 / delete day 365
Sam Okoro
sam.okoro@contoso.com
disabled
41
2025-09-09
licensed - license waste
Maria Silva
maria.silva@contoso.com
deleted
63
2025-04-27
unlicensed - archive day 93 / delete day 365
Derek Hughes
derek.hughes@contoso.com
deleted
39
2025-07-30
unlicensed - archive day 93 / delete day 365
Version history & recycle-bin bloat
Reclaimable in place - trim excess file versions and empty first/second-stage recycle bins.
Source
Reclaimable
Version history (across sites)
470 GB
Recycle bins (across sites)
210 GB
Advisory: stale sites (2)
No activity in > 365 days. Archive candidates - review with owners before archiving/deleting. Not added to the headline figure.
If add-on is idle (bought above your actual overage), reduce it at the next renewal - no work needed.
Trim version history on the biggest libraries and empty recycle bins (both stages) - this is what lowers pool usage.
For each departed-user OneDrive, decide before day 93: relicense (auto-reactivates free within 48 h), move the content to a site or a licensed user, or delete (allowed from the archived state unless on hold). Doing nothing means deletion at day 365 or a tenant-wide archive bill.
Remove licenses from disabled-but-licensed accounts once their data is moved (SeatScout covers the license side).
Archive or delete stale sites with owner sign-off (consider SharePoint Archive).
Address near-quota sites before they block uploads.
Once under the pooled allowance, reduce or cancel Extra File Storage (or the pay-as-you-go SharePoint Storage meter) at renewal.
Re-run StorageScout monthly to keep storage from creeping back over the pool.