First check what is using the space, then choose a cleanup method that matches the files you can safely remove or move. On Windows, start at Settings > System > Storage; on a Mac, open Apple menu > System Settings > General > Storage (macOS Ventura 13 or later). Review suggested deletions before confirming them, and do not remove unfamiliar system files.
1. Check what is taking up space
Windows 10 and Windows 11
Open File Explorer, select This PC, and check the available space under Devices and drives. For a breakdown and cleanup options, open Settings > System > Storage. Microsoft documents these views and cleanup routes in its Windows storage-space guidance.
macOS Ventura 13 or later
Choose Apple menu > System Settings > General > Storage. On earlier macOS versions, use Apple menu > About This Mac > Storage. The storage view groups used space by category and updates as you make changes. Apple describes the available views in its Mac storage guidance.
On a Mac, System Data—called Other on some versions—is a broad category for files that do not fit a more specific group. The label alone does not identify a file you should delete; Apple’s guidance does not recommend removing arbitrary files from it.
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2. Try the built-in cleanup tools
Windows: review recommendations or use Storage Sense
In Settings > System > Storage, open Cleanup recommendations if it appears. Review the listed categories—Temporary files, Large or unused files, Files synced to the cloud, and Unused apps—and check the indicated space savings before selecting anything to remove. The available options can vary by PC.
Storage Sense can automatically remove temporary files and items in the Recycle Bin. It operates on the system drive, usually C:. By default, it does not manage Downloads or cloud content unless you configure those options. Files marked Always keep on this device are exempt from Storage Sense’s online-only management. See Microsoft’s Storage Sense instructions before changing its settings.
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If Storage Sense is unavailable, Microsoft’s built-in Disk Cleanup can remove temporary and system files. Read the description for each file type and check the selections carefully before confirming deletion.
Mac: use category controls
In the Storage view, use the More Info control beside categories such as Applications, Documents, Messages, Music Creation, Podcasts, Trash, and TV when available. Remove only items you recognize and no longer need; the controls differ by macOS version.
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3. Delete unwanted files or move files you want to keep
Find and remove files you no longer need
Downloads, videos, photos, and music are sensible places to inspect because they can contain large files. In Windows File Explorer, sort a folder by size to find candidates, then delete only what you no longer need. Empty the Recycle Bin to complete removal. On a Mac, consider unneeded downloads and media that you can stream or download again.
Keep large files on external storage
If you want to retain large files but do not need them on the computer all the time, move them to a connected external drive, USB drive, or SD card. Apple also identifies moving large items such as Photos or iMovie libraries to another storage device as an option. The device must be available when you need to open files stored on it. A portable external SSD or external hard drive can serve this purpose; neither Microsoft nor Apple’s cited guidance endorses a particular brand or model.
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4. Make selected files online-only if the access trade-off works for you
OneDrive on Windows
OneDrive Files On-Demand can leave smaller placeholders on the PC while full files remain in OneDrive. An online-only file needs an internet connection to open. Storage Sense can make eligible inactive cloud files online-only when configured, but it does not apply this management to files marked Always keep on this device. Check Microsoft’s Files On-Demand guidance to understand the settings.
iCloud and Mac storage optimization
Apple’s Mac storage guidance describes optimizing storage with iCloud and built-in tools. Cloud optimization depends on your account, settings, and connectivity; it is not unlimited storage, and an online file does not behave like a full local copy when you are offline.
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5. Be careful with rollback and system files
Previous Windows installation
Windows cleanup may offer files from a previous installation. Deleting them removes the Windows.old files used to go back to the prior Windows version, and Microsoft says that deletion cannot be undone. Keep them if you still need that rollback option.
Mac System Data
Because System Data is a catch-all category rather than a specific file, do not hunt through system folders and delete files simply to reduce that figure. Use the documented category controls and remove files you can identify instead.
Quick Recap
Choose the option that fits the files
| Situation | Practical route | Trade-off |
|---|---|---|
| Temporary files or items you do not need | Use Windows cleanup tools or remove known unwanted files; use Mac storage category controls. | Review selections first, especially system and rollback categories. |
| Large files you want to keep, but do not need everywhere | Move them to external storage. | The storage device must be connected to access those files. |
| Files you can access online and do not need offline | Consider OneDrive Files On-Demand or Mac cloud optimization. | Online-only files depend on network access and account/settings availability. |
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