How to Free Up Disk Space on Windows & Mac: A Business Guide

Running out of storage space is one of the most common reasons business computers begin to slow down. Whether your team uses Windows laptops, Macs, or a mixture of both, a full hard drive can affect performance, delay updates, and make even simple tasks frustrating.

The good news is that freeing up disk space doesn't have to be complicated. With a few simple housekeeping tasks and some smart storage habits, you can keep your devices running efficiently while avoiding unnecessary downtime.

In this guide, we'll explain why disk space matters, show you how to reclaim valuable storage on both Windows and macOS, and highlight when it might be time to consider a hardware upgrade.

Why Does Disk Space Matter?

Every computer needs free storage to operate efficiently.

When your drive becomes almost full, your operating system has less room to create temporary files, install updates and manage virtual memory. As a result, you may notice:

• Slower boot times

• Applications taking longer to open

• Microsoft Teams or Zoom becoming less responsive

• Delays saving files

• Windows or macOS updates failing

• Reduced overall productivity

For businesses, this doesn't just affect one person—it impacts the entire organisation when employees spend valuable time waiting for their computers to catch up.

A good rule of thumb is to keep at least 15–20% of your storage free for optimal performance.

How to Free Up Disk Space on Windows

1. Turn On Storage Sense

Windows 11 includes a built-in feature called Storage Sense, which automatically removes temporary files, clears the Recycle Bin and manages unnecessary system files.

To enable it:

Settings → System → Storage → Storage Sense

You can even schedule automatic clean-ups so users don't need to think about it.

2. Delete Temporary Files

Temporary files build up over time and often serve no purpose once applications have finished using them.

Navigate to:

Settings → System → Storage → Temporary Files

Windows will identify files that can safely be removed, including:

• Temporary internet files

• Delivery optimisation files

• Previous update files

• Temporary system files

Review the list before deleting to ensure nothing important is selected.

3. Empty the Recycle Bin

It's surprising how many gigabytes can sit in the Recycle Bin unnoticed.

Simply right-click the Recycle Bin and choose Empty Recycle Bin to instantly recover storage.

4. Remove Applications You No Longer Use

Many business laptops contain software installed years ago that's no longer required.

Go to:

Settings → Apps → Installed Apps

Sort by file size and uninstall applications that are no longer needed.

Before removing specialist business software, check with your IT provider to ensure it isn't still required.

5. Clean Up Your Downloads Folder

The Downloads folder is often one of the largest storage consumers.

Old installers, PDFs, duplicate documents and outdated reports can quickly accumulate.

Spend a few minutes reviewing what's no longer needed and archive important documents to your company file storage.

6. Move Files to OneDrive

If your business uses Microsoft 365, OneDrive is an excellent way to reduce local storage without losing access to your files.

Files remain available whenever you need them while using significantly less space on your laptop through Files On-Demand.

This is particularly useful for employees working across multiple devices.

7. Find Large Files

Windows Storage settings can help identify what's consuming the most space.

Alternatively, File Explorer allows you to search for large files that may have been forgotten over time, such as:

• Old video recordings

• ISO images

• Backup files

• Large presentations

• Archived projects

Deleting or archiving these files often frees significant amounts of storage.

How to Free Up Disk Space on a Mac

1. Review Storage Recommendations

macOS includes a built-in storage management tool.

Go to:

Apple Menu → About This Mac → Storage → Manage

Apple provides recommendations based on what's taking up the most space.

2. Empty the Bin

Files remain on your Mac until the Bin is emptied.

Right-click the Bin and select Empty Bin to permanently remove deleted files.

3. Review the Downloads Folder

Just like Windows, Downloads is often filled with installers, PDFs and duplicate documents.

Regularly deleting unnecessary files helps keep storage under control.

4. Remove Unused Applications

Open the Applications folder and uninstall software that is no longer required.

Creative applications, development tools and older business software can occupy several gigabytes each.

5. Optimise Storage

macOS includes features that automatically:

• Store older files in iCloud

• Remove watched Apple TV content

• Empty the Bin automatically

• Reduce clutter

These built-in tools help maintain available storage with minimal effort.

6. Store Files in iCloud

For businesses using Apple devices, iCloud can reduce local storage by keeping files available online while only downloading them when required.

Many organisations also combine iCloud with Microsoft OneDrive depending on their collaboration requirements.

7. Remove Duplicate Files

Over time it's common to end up with multiple copies of presentations, spreadsheets and images.

Removing duplicates not only frees storage but also reduces confusion about which version is the latest.

Common Files Taking Up Space

If you're unsure where your storage has gone, these are usually the biggest culprits:

• Old Downloads

• Duplicate documents

• Large email attachments

• Video files

• Temporary files

• System update files

• Unused software

• Local OneDrive copies

• Cached application data

Regular housekeeping prevents these from quietly consuming your storage.

When Freeing Disk Space Isn't Enough

Sometimes cleaning up your drive only provides a temporary improvement.

If you're constantly running out of space, it could indicate:

• Your SSD is too small for your workload

• The device is reaching the end of its life

• Employees work with large design or media files

• Multiple business applications require additional storage

• Hardware upgrades are overdue

Rather than continually deleting files, it may be more cost-effective to upgrade storage or replace ageing devices.

Best Practices for Businesses

Businesses can avoid storage issues by taking a proactive approach.

Some simple best practices include:

• Monitor available storage regularly

• Enable automatic cleanup tools

• Store documents in OneDrive or SharePoint

• Archive completed projects

• Remove unused software

• Keep operating systems updated

• Replace ageing hardware before it becomes a problem

These small habits can significantly improve device performance across an entire organisation while reducing support calls and downtime. This proactive approach aligns with getting the most from Microsoft 365 and ensuring employees always have access to the files they need.

How IT Desk Helps Businesses Stay Productive

At IT Desk, we don't wait until a user's laptop is completely full before taking action.

Our proactive monitoring helps identify devices that are running low on storage, while our engineers optimise Microsoft 365, OneDrive and SharePoint to ensure businesses make the best use of the tools they already own.

We also advise on hardware upgrades, device lifecycle planning and storage best practices, helping organisations reduce downtime and keep employees productive without unnecessary disruption. This proactive, people-first approach forms part of our wider Modern Workplace and Microsoft 365 services.

People Also Ask

How do I free up disk space on Windows?

Use Storage Sense, delete temporary files, empty the Recycle Bin, uninstall unused applications and move files to OneDrive or cloud storage to recover valuable space.

How do I free up storage on a Mac?

Review your Mac's Storage settings, empty the Bin, remove unused applications, delete old downloads and use iCloud to store files online.

Does low disk space slow down a computer?

Yes. When storage becomes almost full, Windows and macOS have less working space for updates, temporary files and virtual memory, which can reduce overall performance.

Is it safe to delete temporary files?

In most cases, yes. Temporary files are designed to be removed once they are no longer needed. Both Windows and macOS provide built-in tools to identify files that are safe to delete.

How much free disk space should I keep?

Aim to keep at least 15–20% of your storage drive free to ensure your operating system and applications continue to perform efficiently.