understanding cloud storage

it sounds mysterious, but is it?

The term "the cloud" sounds intriguing, but it's actually quite simple - almost dull!

Cloud storage simply means that your files are stored on computers (called servers) that belong to a company such as Apple, Microsoft, Google or Dropbox.

These companies make their servers available securely, via the internet. So instead of existing only on your own computer, they are also stored online. In some cases they are stored across different servers in different parts of the world.

This has several advantages:

Your files can be accessed from multiple devices of all types.
They are available even if your computer is lost or damaged.
Changes made on one device are automatically updated on your other devices.
It's easy to share files with family or friends.
Access is via a secure account.

For most people, cloud storage works quietly in the background every day.

the four most common cloud services

iCloud - Apple users (iPhone, iPad, Mac) but files can be access from any device with internet access
OneDrive - Usually Windows PCs and Microsoft 365 - but it works on Mac too.
Google Drive - Android users and Google accounts - used extensively in schools.
Dropbox - People who have used it for many years or share files with others

Although they look different, they all do essentially the same job—storing and synchronising your files.

think of it like this...

Imagine your important documents and photos are kept in a filing cabinet.

Without cloud storage:

Your filing cabinet exists only in your house.

With cloud storage:

There is a second filing cabinet in a secure building elsewhere. Every time you add or change a document, both filing cabinets are updated automatically.

Cloud storage works via a small app or "agent" on your computer, it's job is to look for changes and make sure that the computer (or phone or tablet) and the cloud service have the same version of any file or photo.

If your computer stops working, your files are still safely stored in the cloud.

cloud storage is not always a backup

This is one of the biggest misunderstandings.

Cloud services are designed to keep all your devices synchronised but it will not keep old versions of files you have deleted forever!

If you accidentally delete a file:

it may disappear from your computer
your phone
your tablet
and the cloud

Most services only keep deleted files for a short period (usually around 30 days), so there are still some instances where a traditional backup can have advantages.

how much space do i have?

Most cloud services include a limited amount of free storage.

When it fills up you may notice things like:

photos stop syncing
documents don't upload
email stops working (particularly with Google or Apple)

Sometimes simply removing unwanted files solves the problem.

Sometimes upgrading to a larger storage plan is worthwhile.

Enough storage to be really useful is not likely to be free, but it's worth checking whether any of the services you are already paying for also include Cloud storage. Many people use the Microsoft 365 subscription for applications like Word and Excel - not realising that 1TB of OneDrive is also included in this subscription.

Reviewing the Cloud services you use and need is part of my Technology Planning service.

what happens when i die?

Cloud storage is one of the most important things to document in your Technology Plan.

Your family needs to know:

which cloud services you use
which email address is attached to each account
how to access them
whether you have set up a Legacy Contact or Inactive Account Manager

Without this information, years of family photos and documents can become very difficult—or impossible—to recover.

which cloud service should i use?

For most people, the best choice is usually the one that already comes with your devices.

Apple users generally benefit most from iCloud.
Windows users often find OneDrive integrates seamlessly with their PC.
Android users typically use Google Drive.
Dropbox remains an excellent choice for people who regularly share files across different computers and platforms.
Many users have more than one service, they may have their personal files in iCloud and their work files in Dropbox.

The important thing isn't which service you choose—it's understanding where your files are stored and making sure someone you trust can access them if needed.

Suzanne's tip:

Cloud storage is fantastic—but don't let it become invisible. If someone asked you today where your important files live, you should be able to answer in one sentence.