Cloud storage is an advanced piece of technology that stores a copy of your files on a remote server rather than storing a local copy on your device. With cloud storage, you can access all of your files, like pictures, videos, documents, and presentations, across different devices as long as you have an internet connection. The copy of your files is stored and maintained by the data center.

The ease of cloud storage has its perks and its drawbacks. One of these perks is that you can access your files across any device that you can sign into. The drawback is that you run the risk of losing all of your important files because you are entrusting the security and maintenance of your digital files to a remote storage facility.

How Does Cloud Storage Work?

Cloud storage allows you to store a digital file or copy of a file or document on a remote storage server. The file or document is then accessible across any device that has an internet connection.

After you take the photo, save the document, or record the video, the cloud storage service then sends the file to its remote storage servers. Once the file has been sent to remote storage, you can access the file on any device that you sign into from any other device.

The word cloud tends to mystify users, but the technology behind cloud storage has no floating components. Simply put, the cloud is a term coined to recognize the use of computing resources that is not limited to the user’s device or network.

Understanding Cloud Storage

Cloud storage is pretty simple. You create an account with a storage provider and then you get allocated some storage space. You upload files using a provider application or website.

The provider also provides a service where clients can create an application to embed cloud storage and additional storage space within the operating system.

Cloud storage services also provide a means of synching files across multiple devices. Once you create a file on your computer and save it to a synched folder, you will then be able to access the same file on the cloud storage application on your phone.

This is especially convenient because you don’t have to keep manually copying files between devices.

Cloud Storage vs Device Storage

Cloud storage and device storage get misconstrued the most. The reason for this misunderstanding is that people think of storage as a component that exists within a device.

Your phone has storage that can be used to store applications, photos and files offline.

Cloud storage is somewhere else and can only be accessed through an internet connection. Even so, most cloud storage services provide a way to make files accessible offline.

This matters when your phone begins to run out of space. Uploading a file to the cloud does not mean the local file is deleted. Some cloud services may require you to turn on a feature to optimize local storage, or you may need to delete copies locally once you have confirmed the cloud file exists.

Why Do People Use Cloud Storage?

Cloud storage can be very convenient.

Let’s say you save a document to your computer at home. You can’t access that file if you don’t have that computer with you. Cloud storage may allow you to open that document from another computer, or your smartphone.

Cloud storage also makes it easier for you to send files to other people. You don’t need to attach that large file to an email. You can send that person a file link so they can download that file.

People may want to be able to access their files on any of their devices at any given time. A student could start their work on one device and later open and edit it on another. A photographer could do the same by having the files everywhere.

Cloud Storage Addresses Gettng a New Device

Cloud storage makes it a lot easier to change devices. When you lose your old device, you inevitably lose your files.

When you use a cloud service, you can sync your files. Once you sign into your cloud account on your new device, you can immediately access that file.

The same concept extends to files, contacts, calendar events, and other data types, though the resulting process may vary based on the service and the nature of the data.

Just a reminder, cloud storage does not save everything from your device. This is why it is important to do some research and see what is actually being synced to the cloud. Synchronization and backups are implemented differently across different software and operating systems.

Is Cloud Storage the Same as a Backup?

The answer is no, and understanding this is crucial.

While it is true that some files can be stored on a cloud service, this does not equate to having a fully functional backup system.

Take synchronization services as an example. If your files are synchronized, deleting a synchronized file will mean deleting that file on all devices. While this is useful for keeping files synchronized, it does not address the need to have a backup copy.

If a service promises that you can get your files back, make sure you know what you are getting and what you are not getting, in case of file loss.

How Much Cloud Storage Do You Need?

Which files you store, and how many, determine your storage needs.

Someone who stores mostly word documents and spreadsheets will need significantly less storage than someone who stores high resolution videos.

It’s quite helpful to assess your current situation. Don’t take the largest plan. Consider the size of the existing files and how fast your collection grows.

Pay special attention to the consumption of photos and videos. These files take up a considerably larger amount of storage as compared to documents.

Free Cloud Storage vs Paid Storage

Most cloud storage companies give some free storage. This may be helpful for some basic documents, or an average amount of files, for most people.

Eventually, companies will provide you with additional storage for a fee, and more advanced services as well.

The first option isn’t always the best option. Think about what storage you receive. See if the plan works on multiple devices. Consider the service’s sharing capabilities and what happens if you cancel.

Also, consider the technology you already pay a service fee for. Maybe you don’t need to pay for cloud storage, it just comes with a service you paid for already.

What Happens if You Use All Your Cloud Storage?

Cloud storage is reserved for certain files only, and yes, normal file uploads and syncs will stop from working, once your storage is used.

The behavior varies from company to company. Some companies notify you once you are close to the limit of storage. Some companies restrict service functionality once storage is used to capacity.

Large files, especially old videos, and even duplicate files, can account for an overwhelming amount of your used cloud storage.

You may decide on a case-by-case basis whether some information needs to be kept in the cloud. Consider moving older files to cheap, alternative storage. Paying to solve a storage problem you could have avoided by moving files is a poor economic decision.

Does Cloud Storage Need Internet?

To upload, you do. To download, you do.

Many service providers will sync a local version of an offline file. Some cloud services allow marking files for offline use.

Synchronizing changes is usually possible after a connection is made again.

So cloud storage is usable for travel, but beware that offline files are using storage on your device.

Howsecure Iscloudber Cloud Storage?

No online system is risk free, but major cloud storage providers use plenty of security measures.

Account security is critical too. A unique, long password and, when possible, two-factor authentication will prevent a lot of problems.

You should also recognize the limitations of file-sharing links. A file sharing-link sends information to people outside of your intended audience, depending on the settings.

For the highest risk data, make sure you are familiar with the providers security and privacy documents to understand who may access your data.

What Happens if You Delete a Cloud File?

The service determines behavior on deletion.

Some services store files in a “trash” or “recovery” area before permanently deleting them. Additionally, some services sync deletions across all of your synced devices.

Understanding the distinctions between synchronization and backup is necessary to deal with the circumstances described above effectively.

If you accidentally delete an important file, you must act quickly and determine what, if any, recovery options exist. You should not assume that recovery options will exist indefinitely.

How to Organize Cloud Storage

Even in cloud storage, saving files without a system can result in messy storage.

Organizing files with a simple folder system can drastically improve your storage. Consider separating files by type. Instead of keeping everything in one large folder, files can go to a folder for documents, a folder for work, a folder for finances, for photos, and for projects.

Name files in a way that is intuitive so you can skip having tons of small folders.

The best way to organize cloud storage is to create a system that you can easily understand and make sense of after a few months have passed.

Should You Store Everything in the Cloud?

Cloud storage is great, but It doesn’t necessarily mean everything should be stored in the cloud. Important files should be stored in different locations to ensure that they are not lost.

For example, you could keep your used documents in the cloud while also keeping important information in another location on a different storage device.

The level of importance and the difficulty of replacement should determine the level of diversity in your storage systems for each file.

Practical Example

The truth is, I don’t have a lot of space on my phone. I take a lot of photos and store them on my smartphone and I have limited space. I only have 128 GB of internal storage and I’ve used a lot of that up with photos, videos, and applications + files.

I could store my photos and videos on a cloud service that uses data storage optimization, as long as I delete the copies stored on my phone after uploading to the cloud.

Cloud storage should not be perceived as on-device storage capacity. What it does is free up some local storage by providing an off-device storage capacity, limited only by the configuration of the service.

The Bottom Line

Cloud Storage consists of physically remote storage that is accessible via internet. This method of storage simplifies file accessibility across all devices, makes sharing more convenient and is an excellent way to consolidate files when the actual physical storage medium is replaced (example phone -> new phone or computer -> new computer).

Never assume cloud services the same across the board and assume they provide a complete backup for your files. Understand whether your service synchronizes files, backs them up, or offers a combination of both.

After you understand that distinction, cloud storage is a lot easier to manage. Just organize important data and protect your files, secure your account, monitor your cloud storage, and ensure not to lose data that is irreplaceable.

Frequently Asked Questions

Is cloud storage physically located somewhere?

Yes, cloud data is stored on servers and storage devices located in data centers run by the service provider or their partners.

Is cloud storage accessible without the internet?

There are some services that provide an option to make files accessible offline. In the absence of an internet connection, you won’t be able to view files that have not been downloaded to your device.

Is cloud storage a form of backup?

It can be a component of a backup solution but cloud data synchronization is not a substitute for a dedicated backup solution. It is important to understand how data deletion, version control, and recovery are handled by your service provider.

Does cloud storage help reduce space on a phone?

This depends on the service and the configuration. Some service providers can store full-quality copies of photos in the cloud while keeping reduced copies on a device to minimize storage used.

Is free cloud storage adequate?

This also depends on a person’s individual needs. People who mainly store office documents may find that the free storage solutions are adequate, whereas larger photo and video storage needs will certainly require more space.

What should I store in the cloud?

Essential files that you will need to access across multiple devices are good candidates for the cloud. For more critical files, it is a good practice to maintain an independent copy of the file.

How do I save files to the cloud?

Cloud synchronization software can be used to automatically save files to the cloud.