Windows Profile Service: Dealing with the 'Profile storage space exceeded error message'

Introduction

Your Windows "Roaming Profile" is a collection of data which reflects the way you use the University Windows service.  Windows profile storage space is not to be confused with Home Folder. The profile storage space quota is fixed and cannot be increased, it includes:

  • Personal settings for Windows and for programs - settings which are made as you use the service.
  • Your Internet Explorer Favorites (in University Windows XP systems, but not in Vista, Windows 7 or Windows 8 systems).  
  • The contents of your Desktop including any "wallpaper" picture and shortcuts to programs or files that you may have set.  You should never store files directly on your desktop as it can lead to corrupting the profile. Files stored directly on the desktop are not backed up and cannot be recovered if lost. Use your Home Folder to store your documents.

Profile storage space exceeded error message

If you receive the error below it is because your profile has grown too big. ISS restricts the size of your profile to prevent it becoming too large which would cause logons to take a long time. You will not be able to log off the machine until your current profile size is reduced.

Error

Fixing the problem

1. Select OK to hide the error message.

2. Save all of your work and close all application windows or programs that are running.

3. Double click on the red circle with the white cross displayed in the Taskbar (which is located at the bottom right hand side of your screen). This is the same in Windows XP/ Vista/7.

Cross

4. This will bring up a list of files that are contained in the your profile (see below)

Profile

5. Double click on the line break (A) between the 'File Name' and 'Size' columns. This will increase the size of the 'File name' column so that you can see the full location of the files.

6. Click on the 'Size' column (B) which moves all of the largest files to the top of the list. To locate the 'Size' column you may need to use the horizontal scroll bar which might appear at the bottom of the list. 

7. You can see how much of your allocated profile space (C) you are currently using at the bottom of the window.

8. In the example image above there is a single large file which, if removed will free up enough space. The file resides on the 'Desktop' which is what you see on your PC when no other programs are open. The file needs to be saved to another location, usually your Home Folder. If you do not want the file you can delete it.

The quickest way to move the file to your Home Folder is to locate the file on your Desktop and:

If using Windows Vista/7:      

Right click on the file and select Send To > Documents (H:)

If using Windows XP:              

Right click on the file and select Send To > My Documents

If you have cleared the Desktop and the warning is still there.

If the file causing the problem is not on the desktop, it is located in another part of your profile.  To locate it you will need to do the following:Write down the path of the file as it appears in step 5 above. For example AppData\Roaming\Dreamweaver9\Cool Stuff\Bigpicture.jpg

  1. On the keyboard, hold down the 'Windows' key WindowsKey and press 'E'.  This opens a Windows Explorer window.
  2. On the keyboard hold down the ALT key and press 'T'. The 'Tools' menu will appear in the Windows Explorer window.
  3. From the 'Tools' menu select 'Folder Options'.
  4. Select the 'View' tab.
  5. Select 'Show hidden files, folders and drives'.
  6. Unselect 'Hide protected operating system files (Recommended).
  7. Press Apply. The steps up to this point allow you to see all files in your Profile

    Show hidden

  8. In the Window you opened in step 2:
    • Windows Vista/7 > Type C:\Users in the address area:
    • Windows XP > Type C:\Documents and Settings in the address area:it enter.
  9. Double click on your username.
    • If you are using Windows Vista/7 double click on AppData and then on Roaming.
    • If you are using Windows XP then Double click on Application Data.
  10. Now follow the folder structure that your wrote down in step 1 until you find the file.
  11. Move or delete the file as appropriate.
  12. Follow steps 2 - 9 again and reverse the settings we changed earlier to rehide system and hidden files.

9. The error will now disappear and you will be able to log off!

Fixed

Further Support

  • All requests for profile exclusions, support or advice should go first to your local IT Support Staff.

  • If you are a Student working in one of the ISS Clusters you are advised to visit manned Cluster rooms and speak to the ISS staff on duty.

  • If these options are not available you are advised to contact ISS Helpline.