STEADY DATA
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SFCRM & Sales

How to Check Your Salesforce Data Volume

Find current Data Storage and File Storage usage, limits, and the components using each allocation.

Verified against official documentationLast checked October 16, 2026
This is a read-only preliminary check.

Do not export, upload, or send business records. Write down only the approximate storage figures you see.

What this platform may hold

Know what you are measuring.

  • CRM records
  • Sales and service activity
  • Files and attachments
  • Knowledge content
Permissions required

Salesforce administrator access

Use an account authorized to open Setup and view organization storage. Full export is more sensitive and requires Weekly Data Export permission, granted to the System Administrator profile by default.

Start in the source system

Go to login.salesforce.com and sign in.

Use the authorized role listed above, then keep this Steady Data guide open beside the portal and follow the visual steps below.

Open Salesforce Opens the source system in a new tab. Never share your password with Steady Data.
Official vendor instructions

Want the vendor's full documentation? Open any source below without losing this guide.

Each link opens in a new tab.
Check your data volume

Follow these steps.

Product screens can change. Follow the verified labels and use the linked vendor sources if your layout differs.

01

Open Setup

Sign in to Salesforce, select the gear icon, and choose Setup for the organization you are reviewing.

Gear iconSetup
Use an authorized account. Steady Data will not ask for your password.
Salesforce · original navigation mapStep 1
Open SetupExample layout
Search settings and reports
Overview
SetupChoose this
Users and access
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
02

Find Storage Usage

In Setup, enter Storage in the Quick Find box, then select Storage Usage.

Quick FindStorage Usage
Use this page—not a download or backup tool—for the preliminary check.
Salesforce · original navigation mapStep 2
Find Storage UsageExample layout
Search settings and reports
Overview
Storage UsageChoose this
Users and access
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
03

Record both storage totals

In the first table, record current limit, current used amount, and percentage for Data Storage and File Storage.

Storage UsageCurrent usage
The two storage categories should remain separately labeled in your notes.
Salesforce · original navigation mapStep 3
Record both storage totalsExample layout
Record this figureStorage overviewYour used storage
UsedTotal limit
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
04

Review the component breakdown

Use the remaining tables to see which components account for the stored data and files, such as Content, Knowledge, Documents, or Attachments.

Storage UsageComponent tables
Component percentages may total 99% or 101% because Salesforce rounds to one decimal place.
Salesforce · original navigation mapStep 4
Review the component breakdownExample layout
Compare the largest sources
Email or recordsLargest
Files and attachmentsReview
Shared contentReview
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
Used vs. limit

Record what is used—not just what is available.

Salesforce separates Data Storage from File Storage. The first Storage Usage table shows limit, used amount, and percentage for each. Keep the two used figures separately labeled for accuracy.

Historical coverage

Storage size does not equal record age.

Salesforce says the standard Storage Usage page does not track storage history over time. Estimate historical coverage from the earliest permitted Created Date values in relevant reports or objects without exporting records during qualification.

Troubleshooting

Common reasons your screen may differ.

Storage Usage does not appear+

Confirm the account can access Setup and has appropriate organization-administration permissions.

Percentages total 99% or 101%+

Salesforce documents this as normal rounding behavior in component breakdown tables.

There is no historical trend+

That is expected on Storage Usage. Record current volume and historical coverage separately.

Later-stage process

Prepare or export data only after authorization.

Salesforce Data Export Service

For an authorized later-stage transaction, Salesforce can prepare organization data as CSV files in ZIP archives. This is not needed for a preliminary review.

Permissions and safeguardsThe user needs Weekly Data Export permission. Salesforce notes that this permission exposes all exported data, custom objects, and fields, so keep it tightly controlled.
1. Setup2. Quick Find: Data Export3. Data Export4. Export Now / Schedule Export

Typical output: CSV files in one or more ZIP archives; files and attachments are optional selections.

Official sources

Verify the latest vendor guidance.

These official pages were used to verify this guide. Vendor interfaces and permissions can change.