iCloud Drive With or Without Desktop & Documents Folders
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It might be good to mention that using icloud effectively requires a reliable wifi and internet connection. I get regular outages with Cox service and when out, icloud drive won't synchronize. I also love it for sharing between my desktop and ipad, though. I don't put all of my files on it, tho.
I've been using Dropbox for this sort of 'share your documents across devices' functionality for years and have been very happy with it but recently I've been concerned about messages I've been getting saying that Dropbox isn't compatible with the newest version of OS. I've delayed upgrading my iMac as a result. What are your opinions about the pros/cons of iCloud Desktop/Documents vs Dropbox?
It looks like if you turn on Desktop and Documents you have to have *both* moved to iCloud? Is there no option to only choose one? For example, I could see sharing the Documents folder but not wanting to share the Desktop due to different screen sizes (my iMac at home has plentiful screen real estate compared to my Macbook Air).
Abraham: No need to guess about this sort of thing. The information is readily available: https://help.dropbox.com/installs-integrations/desktop/macos-12-monterey-support
Abraham: No, it is both together. If you want to share Documents and not Desktop, then have this OFF. Don't use your Local Documents folder, but create a Documents folder in iCloud Drive and only use that. Add this new Documents folder to the Finder sidebar. The only disadvantage is that the keyboard shortcut for Documents doesn't work to take you to this custom Documents folder.
Bill: iCloud Drive and other cloud services work pretty well with spotty Internet. Sure, it won't sync right away during an outage, but it will catch up later.
Thanks!
I am using Idrive as my online backup and want to turn on iCloud Drive for documents. Will IDrive continue to backup documents folder or will it no longer be available to IDrive since the documents are in the apple cloud?
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Barry: iDrive? You mean the third-party backup product (found that out from a search). It should still backup anything that is local, so it may depend on your "Optimize" setting whether everything gets backed up. But you'd need to ask that company how their product works.
Thanks yes IDrive, I also found your other video on keeping files local so I think it will work.
Barry followup: I keep almost all my files on my iCloud desktop. When I back up my Mac hard drive, am I backing up all those files (i.e. to Time Machine")? If not, how DO I back them up?
Jim: If you have the iCloud Drive "Optimize" feature OFF then yes, all of those files are backed up.
I notice that now that I turned this on, I have a Desktop folder on my desktop. Actually there are two folders Desktop MacBook Air and Desktop MacBook Pro. I don't like have these icons/folders visible on my desktop. is there a way so they don't display on the desktop?
chris: Not sure what you are seeing there. Do you have folders named "Desktop MacBook Pro" and "Desktop MacBook Air" IN your Desktop folder? If so, move them somewhere else, like into your Documents folder. Or move the contents of those folders so they are empty, and then delete the empty folders.
Gary - Is there a "Dummies for Organizing Files on Mac"? I need help.
Paul
Paul: Maybe this will help: https://macmost.com/how-to-organize-the-files-on-your-mac.html
Thank you very much. This was very helpful. I have been using iCloud for several years, but have not understood why some folders are located there and some folders in another locations. This explains a lot. Thanks.
If I understand this, moving the Document and Desktop folders to the iCloud drive removes them from my iMac, etc. Currently I use Time Machine to back-up my iMac. So, those folders are currently saved there. But it seems if I more them to the iCloud drive, they won't show up on future Time Machine backups. Is that correct? Should I keep or delete earlier Time Machine backups of those folders? .... Help please!
Steve: It doesn't remove them. You can still access everything. If you turn OFF "Optimize" then everything is still there, always. it gets backed up too. Only if you turn ON "Optimize" then some older and large files will be offloaded. They will download on demand when you need them. But they won't get backed up in that state. But any time you make a change to them, or create a new file, they would be local, at least for a while, so they would be backed up.
Don't do anything to your Time Machine backup. Don't delete things. Just let it do its work. Trying to micromanage it isn't needed and will probably corrupt it unless you know what you are doing.
My Desktop & Documents Folders show under user name & also show in iCloud Drive. In the former when I get info they show as being in iCloud Drive. This does not seem to be behaviour you describe?
Gary: What do you mean by "show under user name" exactly? Do you mean in the Finder sidebar? Or do you mean when you look in your Home Folder? If Home Folder, do you see the same contents in Documents there as you see in Documents under iCloud Drive? Exactly the same? If so, try creating a new file in there and see if it now also appears in the other Documents folder. If not, check your setting for Desktop & Documents in System Preferences, Apple ID, iCloud, iCloud Drive.
I really never understood the file structure (Home Folder vs iCloud Drive) and the structure in the Finder Sidebar (Favorites vs iCloud area). Now I do! Thank you Gary.
I am puzzled about risks of putting important files, e.g., financials, on icloud vs on mac. On Mac, time machine backs them up. I have current version in mac & backup in time machine. If I put on icloud, I have current in mac with backup on icloud. That I understand, but my concern is risk of backup on time machine vs icloud, especially with respect to availability of internet, say, during hurricane season.
Joe: First, iCloud is not a backup. But it does protect you in a lot of cases against data loss. See https://macmost.com/icloud-is-not-a-substitute-for-a-time-machine-backup-with-your-mac.html
If you have the iCloud Drive "Optimize" feature OFF, then the files are always on your Mac, ready to use. Internet outages wouldn't prevent you from getting to the file.
Hi Gary Thank you for a very useful post. I have iCloud plus. When I tried to follow your advice, my iMac had a message saying my iCloud was full, but when I checked my files app on my iPad, it said I had 70Gb available. Can you explain why I am getting this discrepancy and which is right?
John: No idea. You'd have to call Apple and ask them what the problem is.
I am seeing the same thing as Gary in the above comment. I am seeing Desktop and Documents in both my home folder ( Which is my user name "Roger" and also in my iCloud Folder. The files are identical in both places,
Roger: So you say the Documents folder in your Home folder, and the Documents folder in iCloud Drive are the same?
1. Do you have Desktop and Documents turned on in System Preferences, Apple ID, iCloud, iCloud Drive (Options)?
2. If you are sure the contents of the folders are exactly the same, what happens when you add a new one to one of the Documents folders? Does it appear in the other Documents folder? Try both ways. What happens?
Follow up = I put a new file into the Documents iCloud folder and it immediately appears in my Local Documents folder and Vice Versa. This file now has a Cloud indicating that it is only stored in the Cloud. However it is also in my home folder. Optimize Mac storage is not checked and Desktop and Documents Folders is checked under iCloud options.
Gary I am not doubting you as you are always right. I have to have something set wrong or am looking at it wrong, Before I watched your video I just always assumed that they were stored in both places. I have plenty of room of storage so I never thought anything about it. The files are definitely on the Cloud as I can access them on my iPhone and iPad. I have 2011 Mac mini desktop and they seem to be the same there. Maybe I have som.ething set wrong in iCloud preferences there
The files are syncing to my Desktop Mac mini, The settings there are the same in preferences however the Desktop and Documents folders are not in my home (Roger) folder on the desktop. So I am assuming I have something wrong on on my MacBook Pro. Just don't know where to start looking.
Thanks for your reply to my comment & the reference to an earlier MacMost video (...icloud is not a substitute...). To be certain of my choices, If I leave Optimize OFF, then Desktop & Documents appear on my Mac as well as on iCloud. Does that Time Machine will back them up, i.e., do they actually reside both places?
Roger: The only thing wrong then is that you SEE the Desktop and Documents folders in your Home folder. That's not really a problem, it is just odd. You original said "I am seeing Desktop and Documents in both my home folder." Can you describe what you are doing to see this? For instance: 1) Open a new Finder window. 2) Use Go, Home in the menu bar. Then you see them?
Note you will see them if you are using an app and then go to File, Open, then your Home folder inside that dialog box. That's normal.
Gary it doesn't seem to matter. I tried Go Home and they are still there, I also checked optimize Mac Storage and no change, I checked back for two years in time machine and the home Documents and Desktop folders were being backed up however on my desktop they doe not appear on the home folder but they do appear on the time machine backup, I give up !
I am totally confused. It costs money -- how much? -- to use iCloud Drive? I have been using something called Elephant Drive and the price there is going up. So might be willing to switch.
Also, I assume storing a bunch of stuff in the cloud will alleviate my growing space problems on my MacBook Pro, yes?
Michael: Pricing is at the Apple site (or when you change your plan). https://support.apple.com/en-us/HT201238
Using iCloud Drive can help with storage as long as you use the "Optimize" feature. That's what it is for.
Roger: Well, I wouldn't worry too much about it if it doesn't really cause any problem.
Joe: With Optimize off, all files are always fully downloaded and available on your Mac for you use and backup. With Optimize on, some files may not be downloaded until you try to access them. That can be useful if you have too small of an internal drive.
Hi Gary
I see you create these videos using Screenflow. I wonder if you also use any teleprompter
aids. If so which one? Love your videos Bruce.
bruce: No teleprompter. I'm not reading from a script.
Gary , FYI - I have read everything I could find on the subject and supposedly when Optimize Mac storage is not checked and Desktop and Documents Folders is checked under iCloud options they disappear from the home folder however they are still there only they are not visible. In my case for some reason they are still visible both in iCloud and the home folder. Both locations are listed as iCloud in finder and I can verify that they are being backed up by Time Machine,
Thanks Gary, all of this helps a lot. I've turned off optimization on my MacBook Pro since I have lots of room on the HD. The same will be true of my desk top Mac when I get to it. I also use and create on my iPad and want to optimize it since it limited storage. However I can't get to a place that permits that. what am I missing?
I'm a new subscriber /supporter trying to clean up my act - be patient.
John: There is no "optimize" feature on iPadOS or iOS, it is always optimized.
Though I hate to admit it, I have friends and family who use Windows and Android rather than the Apple ecosystem. I currently use Dropbox for cloud storage, and they do too, so it's easy for us to have shared files and folders If I switch to iCloud Drive, what kind of sharing can I have with these folks?
Charlie: You can still share files with them using iCloud as they can just get free iCloud accounts for private sharing, or you could share publicly and they can download files without an account. But sticking with a cross-platform solution like Dropbox is probably better, especially if they are already using it.
My iCloud options button does not allow me to click Desktop & Documents, other than momentarily, then it empties again. Is there a way round this? I called Apple but the advisor had no idea.
Rod: I'd try Apple again. Clearly something is wrong and that one person you talked to didn't know.
Thank you for posting this very helpful and informative video regarding iCloud. Question though... if I am using the iCloud feature to hold documents and desktop, am I then working over the internet when I am working on a document?
Marc: Not really "working over the Internet." Caching/syncing is involved. See https://macmost.com/understanding-icloud-drive-and-the-optimize-mac-storage-option.html to understand how that works.