How iCloud Works With Your Files
Video Overview & Insights
https://macmost.com/e-3287 iCloud provides Apple users with many benefits, including automatic syncing between devices. Learn how it actually works when you use iCloud Drive and other iCloud services with your Mac, iPhone and iPad.
I find it extremely aggravating that no one can tell me WHERE the downloaded documents are actually cached on my Mac! If they in fact exist in a download, there they MUST be viewable in the systems folders ON MY MAC. If they do not exist but only exist in the cloud, then they are not in fact cached, but just an "alias" of sorts. Even Apple sr. support couldn't answer this question. And if I want to included my Documents folder in local backups, then apparently this is impossible. So in order to use iCloud, you must entrust them with your life's work (which is a BAD BAD idea) and/or manually drag copies on an SSD regularly, making Time Machine only useful for systems backup and not actual data. I just can't wrap my brain around how this makes sense. I want to sync my Docs across devices but it appears to an either/or situation.
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You guys this is just unbelievablely CLEAR to ke as a layman who never coupd understand the concept of how does my files exist on my devices and icloud anf all this sync stuff!! THANK YOU SO MUCH!! God bless you!❤🎉❤
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THanks for tHis. One question: WHy do my Macbook Pro and MacPro Have actual data stored of tHe file locally, but MacbookAir and ipHone ask me if I want to pHysically download tHem, but until I do, tHese gadgets only reference tHe "master?" file in tHe cloud. (Updating tHe pHysical files on tHe MBP or MP updates tHem all, as you describe around 3 minutes into your fine video.)
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I understand the convenience of this function but it seems like no one wants to talk about what a huge data hog this is.I use my apple devices as focussed tools for specific activities and don't want every file from every device on every device and the cloud. I also don't want to pay apple $50 a month for a huge cloud space because my laptop has a bunch of gigantic layered files on it. Is there a way to only sync select files or folders an not the entire device? Any help would be appreciated
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Wonder if you would consider making a video titled “What You Can’t Share in iCloud Drive.” In my situation, I shared a parent folder with one person, and then tried to share a subfolder within that same folder with a different person.
Example structure
Parent Folder shared with Person 1
Subfolder
Subfolder shared with Person 2
Subfolder
It would also be helpful to clearly explain how sharing works when multiple people have different permission levels within the same folder, such as some users having editing access while others are limited to view-only access.
00:00 Intro
00:55 How Files Work Without iCloud
Thanks for the overview. I'm wondering if iCloud can resolve differences to a file introduced while one device is offline. Here's the situation: You are working on a file locally (say on your iPad) while it is disconnected from the internet for a few days. At the same time, your colleague needs to change something in the same file before providing the draft to your client for review. Now, there is an updated file on your iPad and a different update to the file in iCloud. When the iPad is reconnected, which file version takes precedence, or does iCloud notify you of the difference?
01:41 How iCloud Keeps Your Files In Sync
02:45 What Happens When You Update a File?
Still a little confused. I'd rather the default was only on my device and just select a document I want to store for backup. I only use my macbook for word and excel, some of them very private. I don't really want to keep everything in one folder except for a few in a folder on icloud. Also if I have docs and desktop tuned on for icloud does my home folder get shared on icloud? I don't trust icloud after it turned icloud on, all my mail was going there by default, then when I eventually had to pay for storage only half of my mail was restored. It would be far easier if we could colour thing differently if a file was in icloud too.
I think what I want is a local storage ( bluetooth) that just copies my local disk documents and photos. I do document version control. No money to apple needed.
03:26 What Happens When You Delete a File?
04:36 What Happens If You Are Offline?
I'm sure no one agrees with me, but I really dislike the fact that icloud does all of this without asking me. If it were my choice, icloud would not exist and I wouldn't have to spend so much time trying to keep things off of it. I want to take photos/videos with my iphone and download them to my computer and/or attached memory and not store them anywhere else. Then I clean off my iphone. icloud tries to prevent me from doing this.
05:30 How iCloud Optimizes Your Local Storage
09:20 Can You Store a File Outside Of iCloud Drive?
So well explained! Thanks!
10:53 Can You Store Files Only On iCloud Drive?
11:30 How Does iCloud Drive Save You Space?
Will you please do a video on iCloud segregation between apps and Drive and any other ones that may exist? I finally got the Obsidian thing to work, but I had to basically follow a magic set of instructions.
12:18 Is iCloud Drive a Backup?
#macmost #mactutorial #icloud
I have an existing iCloud Drive folder called Obsidian Vaults that I have Obsidian on my mac. But on my iPhone, it created a folder called Obsidian that is an app-specific folder and my Obsidian Vaults folder is next to it, but I can't figure out how to get both sides using the same folder.
More User Perspectives
I don't have an Apple device. Why do I have an icloud account? That should be mentioned.
@ralphedelbachI've taught computer graphics for decades. Your content, delivery, graphics, etc. are all clear, concise and incredibly helpful. Thank you!
@charlesk1963Bravo! Superb! Thanks Gary!
@roykemp6502Brilliant absolutely brilliant. Thank you so so much.
@andyarts8382So buying additional iCloud storage over and above the disk space on your main machine is pointless? If I have a load of raw files on an external drive that I want to back up to iCloud, do I have to copy all those files to the Mac SSD in order for them to sync?
@timking1964Great video, thank you, Gary. Do all those features also work on a Windows PC connected to the same home network?
@ramnoham593Good video.
The only thing I don't like about backing things up to iCloud Drive is that it feels like I'm renting my own files. Especially with some of the higher tiers they offer.
Here is a question, when using Time MAchine, does it backup your files in iCloud?
@osXcanadaThank you Gary for the concise info on how it works.
@discrete57iCloud LOSES your documents. You've been warned. I thought my files were being sync'd as they appeared in iCloud... now when i call upon them I receive an error "file cannot be opened" or some other corruption... years of work gone and no I didn't have another backup because that was the bloody backup... OneDrive is infinitely more reliable *heaven help us all if a Microsoft product trumps an Apple ecosystem solution 🤦🏻♂️
@davekc7431I accidentally overwritten file Excel in my laptop, while I've done input data on iMac. How to undo? Can I get back my file back? Thankyou for your help.
@ritamustikasariHands-down the best overview of iCloud I've found, as I consider plunging further into the Apple ecosystem. I needed to know what would happen to various files, across different devices, depending on device type and file size. Great diagrams, great pace, and great video. Thank you!
@JasonblytNot one single word about sharing files with external people? This is a huge part of cloud storage, especially if you use mac (because the percentage of people working in certain digital areas is way bigger).
@nitromusik9275It works seamlessly? Are you serious? Have you worked with trying to sync 100g of data. It took over 4 days to upload and it still wasn’t complete. They bottleneck uploads and it’s garbage. I have no idea why I paid for 2 tb of storage. I appreciate your videos but many things do not work as smoothly as you present. I have a ton of problems on me new MacBook Pro.
@jerryumaThis is excellent! Thank you.
@wsfnbystephanielynncVery informative video. Thanks.
@edmundhayes7982If my Mac were stolen and the person deleted all my files, would iCloud Drive also delete he files?
@edmundhayes7982So, how do I keep I-cloud from putting my photos everywhere? OK, I need to block I-cloudon everything, and turn on whatever it is. I'm going to have to watch this video a few times.
@romiemiller7876I subscribed to icloud again in March 2025, (for the second time and still not impressed) a couple of months later I turned sync off because it was removing files that I never consented to being removed. Last week I turned sync back on and icloud removed all of my family trees from my macbook. And while sync was on, Finder windows couldn't be opened and trying to relaunch Finder failed multiple times I don't know if the Reports were sent and viewed. I googled about the Finder issue and one of the options was to turn sync off. Did that, got Finder back. Have had 3 chats with Apple Support, only one guy knew what he was talking about. Turned sync on, lost Finder again. Which of your videos will show me how to download all of my files, please? I don't like icloud making decisions and stealing my files. I'm guessing this all happened due to icloud default settings were on Optimise and sync. I've used about 1/3 of the storage space on my macbook so there was absolutely no necessity to remove my trees and that never happened back in March. I noticed when my macbook upgraded to Sequoia, all of my Pages documents were disappearing from my document folder. Pages must also have a default to icloud setting. Grrrrr! 🤬 I just want to get all of my files off of icloud then cancel my subscription. Thanks in advance for your assistance.
@TimberSpirit21He does a good job of explaining here with these examples.
@keithjackson534I'm not on iOS or MacOS but I like a lot about the nature of iCloud. However, I lack the backup functionality of it. I'm used to deleting something on my device knowing it remains safe on Google Drive or OneDrive. At the same time iCloud has it's perks for sure.
@NegyedMisiIf a device is stolen and wiped remotely, are those files gonna be affected in iCloud, eg. deleted?
@NegyedMisiGuys share how you guys are managing the storage? local? icloud? gdrive? onedrive? external ssd?
@0ianuragI've had a Mac for years and I'm embarrassed to admit that I had never got my head round iCloud storage, until now! Thank you very much! One question, though... Is this possible to optimise storage with Mac Mail? My main takes up 33GB locally on my MacBook Pro, I wish it could be a bit more like it is on the iPhone and iPad...
@jjgjjg5935Amazing explanation! And also amazing how short and concise you have made it. This has always baffled me, and you explained it in under 15 minutes. Bravo!
@blue-balanceRegarding back up’s, I don’t personally like or use Time Machine. I feel that there is no reason that I need so many iterations of past files. Instead, for local external hard drives, I use "Carbon Copy Cloner." It’s a dream to use. And for off site back up, I use "Backblaze." With those two apps in place, I feel pretty secure.
@RapidTopographyCan I stream music from iCloud to any Apple device?
@KermexxAnother amazing tutorial.... Thanks Gary!
@natanaelarcanoThank your for explaining this. I would appreciate a similar video regarding Apple Music.
@DeniseFLGirlYou explained it so clearly. I had never been at ease with iCloud, but you have helped a lot. Thanks
@RalphLearmontThank you. I was baffled until I watched this video. Cheers!
@anthonyairdGreat video! I've been an enthusiastic user of iCloud for a long time. I stopped doing data migrations from old Macs to new Macs because of iCloud Drive. I don't mind installing all my apps on a new Mac. I just care about my data. iCloud works so well that I barely even think about it. I use Time Machine on an encrypted 2TB hard drive, and I use CrashPlan as another backup source. I'm not at risk of losing any of my data should something bad happen. What a lot of people don't realize is that iCloud is also an identity provider. It securely authenticates your devices which enables Universal Control, Universal Clipboard, unlocking a Mac with Apple Watch, Handoff, and a lot of other features that most of us don't even think about. We just notice them when they're not working for some reason. Fortunately, iCloud has become more reliable over time. I remember when it was iTools, then .Mac (dot Mac), and Mobile Me. iCloud was the culmination of over a decade of Apple offering cloud services. It now serves as the backbone of Apple's entire ecosystem. When they finally get around to offering a business class version of iCloud, I think Apple will be able to gain a lot of market share in this service area. They're almost there. Managed Apple accounts created in Apple Business Manager have access to iCloud Drive.
@HowieIsaacksThis man knows to much!
@duckpond-studioHow secure is iCloud? Especially when syncing a password manager.
@generic_officialThere's many Apple sources of instruction on the WWW.......ok; it's a free world...mostly..........but folks; there's only one 'macmostvideo', run by top man Gary Rosenzweig. His method is faultless, his info totally useful and his narration perfect.....he makes you wanna rush out and buy another Mac, ( fortunately I've got two )....have I left any superlatives out?!
@Firebrand55this is just what I need now!
@YWSun312That’s a great job. But could you explain , even when my devices are on the same WiFi , a file will not sync immediately from my IPad to IMac . This will take days before it will sync and when it does, it will ask which version IPad or IMac should be saved. It frustrates.
@riigi3786So glad that you explained the difference between iCloud being a sync service or a back up service. This is so important. Great job Gary.
@Steve-PTHi Gary, I am wondering if you have done a tutorial on how to download a youtube video onto a macpro? I am a new convert from windows and finding the transition hard. SO when I used my dell laptop I had a program downloaded called youtube downloader which would allow me to download any video i watched on youtube so I could file it for whenever I needed to watch it. I cannot find a way to do this on my macpro sadly. If you have a video link I would really be very grateful mate.
@mikehunt5626