How to Use Cloud Storage: OneDrive, Google Drive and iCloud Explained
Cloud storage keeps copies of your files on servers on the internet and syncs them to your devices. You can open a document on your phone that you edited on a laptop, and share a folder with family without sending attachments. Learning how it works prevents surprises such as files disappearing or sharing with the wrong people.
How syncing works
The cloud app creates a folder on your computer. Anything you put in that folder is uploaded and copied to the other devices signed in to the same account. Deleting a file in the synced folder deletes it everywhere, so be careful when you clean up.
The main services
| Service | Best known for |
|---|---|
| OneDrive | Built into Windows, works well with Microsoft Office |
| Google Drive | Shared documents and Google Docs, Sheets and Slides |
| iCloud Drive | Apple devices, with photos and device backups |
| Dropbox | Simple syncing across many systems |
Share files carefully
- Share a link with "restricted" access, so only people you invite can open it.
- Choose view-only if people do not need to change the file.
- Remove access when a project ends, from the sharing settings.
Check the storage limit
Free plans have a set amount of space, shared between email, photos and files on some services. When you reach the limit, syncing stops until you free space or upgrade. Check the storage page regularly so the sync does not fail unnoticed.
Use files on demand
Many services let you keep files online only and download them when you open them. This saves space on the computer. Look for "Files On-Demand" in OneDrive or the equivalent setting in other apps.
Cloud storage is not a complete backup
Syncing copies deletions and mistakes too. If a file is overwritten or deleted, the change may spread to the cloud copy. Many services keep deleted files for a limited time, but a separate backup is still wise. Read how to back up your computer.
Protect the account
The cloud account holds your files, so use a strong password and two-factor authentication. Our guide to strong passwords explains how to choose one.
Frequently asked questions
Can I use two cloud services at once?
Yes, but avoid syncing the same folder with two services at once, because they can conflict and create duplicate copies.
What happens if I stop paying?
Read the terms. Usually you keep read-only access for a time, then files may be removed if you do not download them. Keep a local copy of anything important.
Choose a folder structure that syncs well
Put your cloud folder directly in your user area rather than deep inside other folders, so paths stay short and easy to read. Avoid very long file names and special characters, which some services reject when syncing. Keep the number of files in one folder reasonable, because very large folders take longer to sync and to browse on a phone.
Check what is actually syncing
Look for a sync status icon on your files, or open the app's activity list. Files that show an error will not be backed up, even though they appear in the folder. Fix errors when they appear, such as a file that is open in another program or a name the service cannot store.
Related reading
- How to Organise Email with Folders and Filters: A simple email system using labels or folders and filters, so messages sort themselves and important mail stays visible.
- What Is a File Extension and Why It Matters: What the letters after a file name mean, how file types open in different programs, and how to show extensions on Windows and Mac.
- What Is Malware and How to Remove It from Your Computer: The main types of malware, the signs your computer may be infected, how to run a scan and clean up, and when to seek professional help.