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Additional space is temporarily required to support removal of the update (typically for 10 days). This space can be reclaimed after the update is completed. To do this, Select Start Settings System Storage Free up space now. Open Storage settings The update is compressed to reduce download size.

These are ways to reduce the amount of storage space used by removing or deleting different types of information from customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics 365 Project Service Automation). Use one or more of these methods to control your total data storage usage. You can delete certain categories of data as the need arises, or you can set up bulk deletion jobs to reoccur at set intervals.

Warning

The suggestions in this topic include deleting notes, attachments, import history, and other data. Before you delete data, be sure that the data is no longer needed because you cannot retrieve deleted data. There is no 'undo' to restore your data once it has been deleted. This means it may make more sense for you to increase the amount of storage space you have with your Microsoft Dynamics 365 subscription instead of reducing the amount of storage space used.

Note

• Except for methods 3 and 5, all these methods require that you have an administrator security role, such as System Administrator. This gives you permission to delete records in bulk and to delete system jobs.
• After performing actions to free up storage, the system can take up to 24 hours to update storage information. We recommend waiting up to 24 hours and monitoring your storage.
• Storage consumed does not directly correspond to the size reported in Microsoft Dataverse for Apps; consumption includes additional storage for metadata and encryption. For example, removing 10MB of storage from a file does not mean the file size is reduced by 10MB.
• Some platform operations require you to wait 24-36 hours to confirm data size changes. Such operations include but are not limited to upgrades to new versions and introduction of new workflows. Such operations require system adjustments that might result in a momentary size increase report.

Freeing storage for Dataverse

Use the following methods to free up storage for each of the capacity types.

Reduce file storage

Method 3: Remove email attachments using Advanced Find

Warning

If you delete this data, the attachments will no longer be available in customer engagement apps. However, if you have them saved in Office Outlook, they will still be there.

1. Choose Advanced Find ().

2. In the Look for list, select Email Messages.

3. In the search criteria area, add criteria similar to the following:

   Attachments (Item)

   File Size (Bytes) – Is Greater Than - In the text box, type a byte value, such as 1,048,576 (this is binary for 1MB).

4. Choose Results.

5. You will now have a list of email messages that have attachments that are larger than 'X' bytes. Review the emails and delete the attachments as needed.

Method 4: Remove email messages with attachments using a bulk deletion job

Warning

If you delete this data, the email messages and their associated attachments will no longer be available in customer engagement apps. However, if you have them saved in Office Outlook, they will still be there.

1. Go to Settings > Data Management.

2. Choose Bulk Record Deletion, and then in the menu bar, choose New. This opens the Bulk Deletion Wizard.

3. Choose Next.

4. In the Look for list, select Email Messages.

5. In the search criteria area, add criteria similar to the following:

   Status Reason – Equals – Completed

   Actual End – Older Than X Months – 1

   Attachments (Item)

   File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1,048,576 (this is binary for 1MB).

6. Group the first two criteria rows:

   1. Choose the arrow next to each criteria row, and then choose Select Row.

   2. With both rows selected, choose Group AND.

7. Choose Next.

8. In the Name text box, type a name for the bulk deletion job.

9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

12. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Method 5: Remove notes with attachments using Advanced Find

Warning

If you delete this data, notes and their associated attachments will no longer be available in customer engagement apps.

1. Choose Advanced Find.

2. In the Look for list, select Notes.

3. In the search criteria area, add criteria similar to the following:

   File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1048576.

4. Choose Results.

5. You will now have a list of attachments that are larger than the size you specified.

6. Select individual or a multiple attachments, and then choose Delete (X).

Method 6: Remove notes with attachments using a bulk deletion job

Warning

If you delete this data, notes and their associated attachments will no longer be available in customer engagement apps.

1. Go to Settings > Data Management.

2. Choose Bulk Record Deletion, and then in the menu bar, choose New. This opens the Bulk Deletion Wizard.

3. Choose Next.

4. In the Look for list, select Notes.

5. In the search criteria area, add criteria similar to the following:

   File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1048576.

   Created On – Older Than X Months – 1

6. Group the two criteria rows:

   1. Choose the arrow next to each criteria row, and then choose Select Row.

   2. With all three rows selected, choose Group AND.

7. Choose Next.

8. In the Name text box, type a name for the bulk deletion job.

9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

12. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Reduce log storage

Method 10: Delete audit logs

When you enable auditing, customer engagement apps create audit logs to store the audit history of the records. You can delete these audit logs to free space when they are no longer needed.

Warning

When you delete an audit log, you can no longer view the audit history for the period covered by that audit log.

1. Go to Settings > Auditing.

2. In the Audit area choose Audit Log Management.

3. Select the oldest audit log, then choose Delete Logs.

4. In the confirmation message choose OK.

Note

You can only delete the oldest audit log in the system. To delete more than one audit log repeat deleting the oldest available audit log until you have deleted enough logs.

Reduce database storage

Method 1: Delete bulk email and workflow instances using a bulk deletion job

Warning

If you delete this data, you will no longer be able to tell if an email was sent through bulk email or if a workflow rule ran against a record. The emails that were sent and the actions that ran against the record in the workflow will remain.

1. Go to Settings > Data Management.

2. Choose Bulk Record Deletion. In the menu bar, choose New. This opens the Bulk Deletion Wizard.

3. Choose Next.

4. In the Look for list, select System Jobs.

5. In the search criteria area, add criteria similar to the following:

   System Job Type – Equals – Bulk E-mail; Workflow;

   Status Reason – Equals – Succeeded

   Completed On – Older Than X Months – 1

6. Group the three criteria rows:

   1. Choose the arrow next to each criteria row, and then choose Select Row.

   2. With all three rows selected, choose Group AND.

7. Choose Next.

8. In the Name text box, type a name for the bulk deletion job.

9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

11. If you want a notification e-mail sent, select the Send an e-mail to me (email@domain.com) when this job is finished check box.

12. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Clean Up This Hard Drive

Method 2: Evaluate and delete suspended workflows

Sometimes workflows will enter a suspended state because there is a condition that will never be met or some other reason that will not allow the workflow to continue.

How To Free Up Memory On Computer

Warning

Some workflows will be in a suspended state because they are waiting for a condition that has not yet been met, which is expected. For example, a workflow may be waiting for a task to be completed.

1. Choose Advanced Find.

2. In the Look for list, select System Jobs.

3. In the search criteria area, add criteria similar to the following:

   System Job Type – Equals – Workflow

   Status Reason – Equals – Waiting

4. Group the two criteria rows:

   1. Choose the arrow next to each criteria row, and then choose Select Row.

   2. With both rows selected, choose Group AND.

5. Choose Results.

6. In the results window, you can open each item to determine whether the workflow can be deleted.

Method 7: Remove bulk duplicate detection jobs and associated copies of duplicate records

Every time that a duplicate detection job runs, a copy of each duplicate record is stored in the database as part of the duplicate detection job. For example, if you have 100 duplicate records, every time that you run a duplicate detection job that finds these duplicates, whether it is manual or reoccurring, those 100 duplicate records will be stored in the database under that instance of that duplicate job until the duplicates are merged or deleted, or until the instance of that duplicate detection job is deleted.

1. Go to Settings > Data Management.

2. Choose Duplicate Detection Jobs.

3. Select the duplicate detection job instances you want to delete and then choose Delete (X).

   To avoid wasting storage space, make sure duplicates are resolved promptly so that they are not reported in multiple duplicate detection jobs.

Method 8: Delete bulk import instances using a bulk deletion job

Every time you perform a bulk import, there is a system job associated with that import. The system job details show which records imported successfully and which records failed.

Warning

After you delete these bulk import jobs, you will not be able to see what data was imported and you cannot roll back the import.

1. Go to Settings > Data Management.

2. Choose Bulk Record Deletion, and then in the menu bar, choose New. This opens the Bulk Deletion Wizard.

3. Choose Next.

4. In the Look for list, select System Jobs.

5. In the search criteria area, add criteria similar to the following:

   System Job Type – Equals – Import

   Status Reason – Equals – Succeeded

   Completed On – Older Than X Months – 1

6. Group the three criteria rows:

   1. Choose the arrow next to each criteria row, and then choose Select Row.

   2. With all three rows selected, choose Group AND.

7. Choose Next.

8. In the Name text box, type a name for the bulk deletion job.

9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

12. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Method 9: Delete bulk deletion job instances using a bulk deletion job

When you are bulk deleting data, such as in many of the methods described in this article, a bulk deletion system job is created and can be deleted.

Warning

After you delete these jobs, you will lose the history of the prior bulk deletion jobs that you've run.

1. Go to Settings > Data Management.

2. Choose Bulk Record Deletion, and then in the menu bar, choose New. This opens the Bulk Deletion Wizard.

3. Choose Next.

4. In the Look for list, select System Jobs.

5. In the search criteria area, add criteria similar to the following:

   System Job Type – Equals – Bulk Delete

   Status Reason – Equals – Succeeded

   Completed On – Older Than X Months – 1

   Note

   You could also delete jobs that have failed or been canceled.

6. Group the three criteria rows:

   1. Choose the arrow next to each criteria row, and then choose Select Row.

   2. With all three rows selected, choose Group AND.

7. Choose Next.

8. In the Name text box, type a name for the bulk deletion job.

9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

12. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Method 11: Remove unrequired tables and columns from Relevance Search

Tables and tables fields enabled for Relevance Search have an impact on the database storage capacity.

• To revise the list of tables selected for Relevance Search results, see Select entities for Relevance Search.
• To revise the list of fields selected for each table for Relevance Search results, see Configure searchable fields for Relevance Search.

Free up storage used by flow approvals

See Delete approval history from Power Automate.

See also

Note

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Android fans are looking forward to Android 12 when it launches, and some details on features for the coming operating system have been surfacing. One feature that was discovered in an APK teardown for Android 12 is an app hibernation feature. The hibernation feature is designed to automatically hibernate unused apps to free up space on the smartphone.

Storage space on Android devices isn’t at as much of a premium as it is on iPhone devices, but any method of gaining additional storage is welcome. The app hibernation feature will delete temporary files from unused apps. Code for the hibernation feature wasn’t available in either of the two publicly available Android 12 Developer Preview builds. However, it was in a leaked build found by XDA-Developers.

Android 12 appears to expand the “unused apps” concept that was first introduced with Android 11. The feature will also automatically revoke permissions for unused apps in addition to cleaning up its temporary files. XDA-Developers says that it could activate the new “Unused apps” section in the “App info” page for every application installed on the device.

The page contains a new “remove permissions and free up space” toggle that replaces the Android 11 “auto revoke permissions” toggle that was later renamed “remove permissions if app isn’t used.” The features are found under the App permissions sub-page of the App Info page.

Free Up Memory Space In Windows 10

The unused apps page appears under Settings – Apps and shows apps that haven’t been opened in a few months. The description says the permissions have been revoked, notifications have stopped, and temporary files are deleted if the app isn’t used for a few months. It’s worth noting that the feature won’t free up large amounts of storage space, but it should be particularly beneficial to Android users using low-end smartphones.