A Quick Guide to Microsoft Dynamics 365 Online Storage

Cloud sht

A new cloud storage model was introduced in April 2019 for Microsoft Business Applications, including Dynamics 365 Online Sales and Service apps.

Previously, Microsoft Dynamics 365 provided a 10 GB default tenant limit. Additional storage entitlements accrued @ 5 GB per x 20 Enterprise-level users, and extra capacity could be added at a flat rate per GB.

The new storage model replaced a default tenant capacity with three elements covering storage in Dataverse (formerly Common Data Service) which includes dedicated capacity for attachment storage:

Database Capacity
Transactional database storage for entity definitions and record data.

File Capacity
For storing attachments on emails and notes in Dynamics 365 apps and Power Apps, including Word documents, image files, PDF files, spreadsheets, videos, etc.

Log Capacity
Separate storage capacity for audit logs to track records and attribute data changes. This includes field value updates, security role updates, and date/time of access.

How much storage do you get with Dynamics 365?

For new subscriptions activated after 1st April 2019, the default tenant-wide storage capacities are:

  • Dataverse for Apps Database: 10 GB
  • Dataverse for Apps File: 20 GB
  • Dataverse for Apps Log: 2 GB

Accrued Entitlements

Additional storage entitlements will accrue per D365 Enterprise user licence* as follows:

  • Dataverse for Apps Database Capacity: @ 250 MB per user
  • Dataverse for Apps File Capacity: @ 2 GB per user
  • Dataverse for Apps Log Capacity: n/a

* Include Sales Enterprise, Customer Service Enterprise, Project Service and Field Service licences.

By contrast, Dynamics 365 Sales Professional and Customer Service Professional licences do not accrue additional storage entitlements per user.


SCENARIO #1: 20 users

A Dynamics 365 subscription with 15 x Sales Enterprise and 5 x Customer Service Enterprise licences will receive the following entitlements:

Default Tenant EntitlementEntitlement per full userTotal Entitlement
Dataverse for Database Capacity10 GB5 GB
@ 0.25 GB per user
15 GB
Dataverse for Apps File Capacity
20 GB
40 GB
@ 2 GB per user
60 GB
Dataverse for Apps Log Capacity
2 GB

2 GB

SCENARIO #2: 50 users

Dynamics 365 subscription with 50 x Sales Enterprise licences would have the following capacity:

Default Tenant Entitlement
Entitlement per full user
Total Entitlement
Dataverse for Database Capacity
10 GB
12.5 GB
@ 0.25 GB per user
22.5 GB
Dataverse for Apps File Capacity
20 GB
100 GB
@ 2 GB per user
120 GB
Dataverse for Apps Log Capacity
2 GB
2 GB

Additional Non-Production / Production Environments

Previously, Dynamics 365 entitlements enabled customers to deploy a single production and one non-production environment on each subscription. Further instances could be deployed for an add-on cost.

For subscriptions activated from April 2019, there is no longer a need to purchase additional environments.

Unlimited production or sandbox instances can be created provided at least 1 GB of Dataverse for Apps Database Capacity is available. However, each environment will consume at least 1 GB of Database Capacity.

How Much Does Additional Capacity Cost?

Reporting in the Power Platform Admin Center gives administrators a detailed view of their current storage capacity entitlement. Administrators will receive a banner notification and an email notification if storage limits are approached or exceeded.

Extra capacity can be added by purchasing platform capacity add-ons:

  • Dataverse Database Capacity @ £30.20 per GB
  • Dataverse Apps File Capacity @ £1.50 per GB
  • Dataverse Apps Log Capacity @ £7.50 per GB

What Happens if Storage Capacity is Exceeded?

Notifications will be triggered when a tenant has less than 15% of space available across its three storage capacities (database, file or log). These notifications are shown in the Power Platform admin centre and emailed to tenant administrators every week.

If a tenant storage usage is average, the following operations will no longer be available until the exceeded capacity is resolved.

  • Copy an environment
  • Restore an environment
  • Create a new environment (requires a minimum 1GB capacity available)
  • Convert a trial environment to paid (requires a minimum 1GB capacity available)
  • Recover an environment (requires minimum 1GB capacity available)
  • Add Dataverse database to an environment

Reporting Storage Consumption

Visualisations of storage capacities and current usage are available in the Power Platform Admin Centre. As reference above, this will also notify if storage capacity is exceeded.

A capacity page shows total usage by tenants across database, files, and logs, highlighting the remaining available percentage.

Storage Data Capacity Page

A breakdown of overall capacities in a table across each type confirms the additional storage entitlements for purchased user licences (database and file types), the default capacity, and any other storage purchase.

The dashboard will also show which environments consume the most capacity across which storage types.

Further analysis is available through a per environment tab enabling drill-down analysis for each.

Storage Data Per Environment2

Trial, preview, support and developer environments don't count against storage capacity and are shown as zero usage.

All Dataverse environments are counted, so this will also list any Power Apps environments.

Actual consumption is shown within environmental analytics. These support trend analysis over time by database, file and log type, and each chart will show the top database tables and their growth.


Storage & Licensing Questions?

Contact us today and we will follow up to answer your Microsoft storage and licensing questions.

By submitting this form, you agree to Preact's privacy policy and the processing of this data.

Join our mailing list icon

Keep up to date! Subscribe to our blog

Join our mailing list to receive our emails about what's new in Microsoft Dynamics 365 and the Power Platform.

Subscribe now