3/14/23
9:00 am

What Happens When You Turn Off Desktop & Documents Folders for iCloud Drive?

If you decide you want to turn off this useful feature, you'll find yourself looking at a very scary warning before moving forward. Find out exactly what happens when you do it.

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Video Transcript: Hi, this is Gary with MacMost.com. Let's look what happens when you remove Desktop and Documents folders from iCloud Drive. 
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So this is a question I get asked fairly often. Someone wants to turn-off the Desktop and Documents feature in iCloud Drive. They are hit with a Warning dialogue box. In fact in the question people will claim that the warning says that it is going to Delete the files in their Desktop and Documents folder. It actually doesn't way that at all. If you read it carefully it tells you exactly what it is going to do. But first it is important to understand exactly what this feature does. 
So, when you have Desktop and Documents in iCloud Drive turned On those two folders are in iCloud Drive. So here I am in a Finder window. On the left, under iCloud, I selected iCloud Drive. Here I see all of the folders at the top level of iCloud Drive. Included there are the Desktop and Documents folders. Now the Desktop folder is a special folder where every file in it is also shown on your Desktop. As you can see these three files here. But the Document's folder doesn't do anything like that but it is kind of convention that the Documents folder is the main folder where you keep most of your files. So by turning On the Desktop and Document features of iCloud Drive you have both of these folders here in iCloud Drive. You can see this is where they are located. However, if you weren't using this feature these folders wouldn't be here. Instead they would be in your Home folder. I have my Home folder here under Favorites. I can click to go there and I can see several folders in my Home folder that are always there, like Pictures, Movies, and Downloads. But if I had Desktop and Documents folders turned Off I would also see Desktop and Documents here.
Now the folders in your Home folder are all contained on your local drive and have nothing to do with iCloud Drive. Any files you put in there would just be on your Mac. You wouldn't be able to see them on other Macs, on your iPhone, or your iPad. But folders in iCloud Drive, all of these, you can see in iCloud Drive in other Macs. You can see them on your iPhone in the Files App, and in the Files App on your iPad. So that is why it is great to have the Desktop and Documents folders in iCloud Drive because it means these two folders will sync across all of your devices. You will be looking at the same set of files no matter which device you're using. That's true of everything here in iCloud Drive. 
But with these being the two main folders where most people store their files it is really useful to be able to have all your files, no matter which device you created them on, no matter which one you're editing them on, they are all the same files you're working with across all your devices. That's the whole idea of using iCloud Drive. You create something on your Mac and then you can look at it on your iPhone. You can edit it on your iPad. You go back to your Mac and all those changes are there. It is just one file that you now view across all of your devices. That is true of every folder in iCloud Drive. Not just Desktop & Documents. It is just nice to have those folders there so they have this feature.
So here I've got three files here in my Desktop folder. You can see them here on the Desktop as well. In Documents I have a whole bunch of folders and if you look here you can see I've got 254 items taking up 363 MB of space. Now having these folders in iCloud Drive is a great idea. I definitely recommend that you do that. If you decide they are taking up too much space and maybe you want to not have as many things in iCloud Drive, well I'm going to show you some alternatives. But for now let's talk about what happens if you turn this feature Off. 
So if I go into System Settings and then I go to my Apple ID here and then to iCloud, and then iCloud Drive, then in macOS Ventura you turn off Desktop & Documents folders by going to Options here and it is the first item. If I turn it Off here's that Warning. Notice it never says that it is going to delete those files. Not at all! If you look at it very carefully it says, If you continue items will be removed from the Desktop & Documents folder on this Mac and will remain available in iCloud Drive. New items added to your Desktop or your Documents folder on this Mac will no longer be stored in iCloud Drive. 
What essentially is going to happen is it is going to leave the Desktop & Documents folders untouched and you'll still see them in iCloud Drive. But it will recreate the Desktop & Documents folders in your Home folder. But they will be empty. Those will be your actual Desktop & Documents folders. What you'll have is two sets of these folders. One on your local drive in the Home Folder and one in iCloud Drive in your iCloud Drive folder. Let's do it and I'll show you. So now you can see it turned it Off. Done. Now close System Settings here. Now under iCloud Drive notice Desktop & Documents are still there. If I look in Desktop there are those three files. But they are not here on the Desktop anymore because this is no longer the actual Desktop folder. This is just a folder in iCloud Drive called Desktop. On another Mac you may have this the actual Desktop folder for that Mac but for this Mac it has lost its special property of being the actual Desktop folder. It is just a folder named Desktop. 
The same thing for Documents. It's lost any special properties if may have had as a Documents folder and I'll show you one in a minute. Now if I go to the Home folder I notice I now have my Desktop & Documents folders back. You could see the little icon here for each of these shows that they are the actual Desktop & Documents folders. There is nothing in either one of these. They are empty. But if I were to create a new file and put it in my Desktop folder or put it in my Documents folder it would populate these in my local Home folder. I wouldn't see them on my other devices because those devices only see what is in iCloud Drive which contains these two folders. So now you've got two Desktop & Documents folders. A local set in your Home folder and an iCloud set that is only visible under iCloud Drive. The iClouds I see on the Desktop, they're from the Home folder Desktop folder. If I were to go and use Go and Desktop it goes into the Home folder Desktop folder. Then the special property of the Documents folder is if I use Go and then Documents or Shift Command O. Then you can see it goes to the local Home folder Documents' folder. Not the iCloud Drive folder.
But you can still access all your files here under iCloud Drive. They are all still there. They haven't changed at all through your other devices. It is only this Mac that has been effected by you turning this Off. So in effect you've got the best of both worlds. On this Mac the iCloud Drive Desktop folder is kind of pointless. It is just a regular folder. But maybe on another Mac that you own this is the actual Desktop. The Documents folder, though, is kind of useful. You've got an iCloud Documents folder now and you've got a local Documents folder. But most importantly you can see nothing got deleted. Everything on iCloud Drive is still on iCloud Drive. They are not just special folders anymore. 
Now let me show you a better way. Let's turn this back On again. I reestablished the Desktop & Documents folders in iCloud Drive to be these special folders with those names. The Desktop folder now matches what you see on the Desktop. If you were to go to the Documents folder you're now in the Documents folder in iCloud Drive. If I go to my Home folder here you could see the Desktop & Documents folders are gone. They have been removed. They were empty. They weren't needed anymore. I just have one set of Desktop & Documents folders. 
Now there are two better alternatives to turning this Off. One is to go back into System Settings, go to your Apple ID, go to iCloud and then turn On Optimize Mac Storage. When you have that On what happens is not all of your files are going to be cached locally. So everything is on iCloud Drive all the time but some of your files, like for instance these here with the little cloud with the down arrow, that means that this file isn't taking up space on your local drive. You still see that it is there, that it exists. But if you go to Open it, it will actually download it first and then open it. Now you could see this file is available on your local drive and you can access it even when you're offline. You could always Control Click on a file and then Remove Download to remove it and Control Click again and Download Now to force it to download while you're online. So you can decide what files are there and what files aren't or just have iCloud automatically figure that out based on your usage. 
So that is the solution if you've got plenty of space on iCloud Drive but not plenty of space on your local hard drive. However, if the opposite is true, if you've got plenty of space on your local drive but not space on iCloud Drive then the thing to do would be to go back to your Home folder. Remember your Home folder contains files that are only on your local drive. Create a new folder here to  hold some files. Call it, Local Documents. This folder is now empty but if I open up another Finder window here, Go to the Documents folder and then say, grab a folder here that I only want to be local, not on iCloud Drive. Then I can move that into Local Documents. You can see it is even going to warn me things removed from iCloud Drive. So my other devices won't see them anymore. So I move it and now I've got this folder full of files available only locally in my Local Documents folder that I created and no longer in iCloud Drive.
So if you want to limit how much stuff is on iCloud Drive because you're running out of space then instead of turning Off Desktop & Documents folders leave that On. That's too useful to turn Off. But instead create a local documents folder or something else in your Home folder and move files from iCloud Drive to Local Documents that you know you won't need anywhere else. Alternatively, instead of in your Home folder you may have an external drive and you could move the files there as well. Removing them from iCloud Drive and just having them on that external drive attached to that one Mac. 
So I hope this makes this feature a little clearer and what happens if you've got it turned On and you want to turn it Off. Also some better alternatives instead of turning Off Desktop & Documents in iCloud Drive. Thanks for watching.

Comments: 19 Responses to “What Happens When You Turn Off Desktop & Documents Folders for iCloud Drive?”

Scott Hagarty

2 years ago

Hi Gary:
If I have an iMac & MacBook and I turn on the features in iCloud, does it pull the desktop & documents from each mac? Would I then have the files from each one merged on iCloud?

Darren

2 years ago

I also have an iMac & MacBook with the iCloud Desktop & Documents feature turned on. Why do files show up on the MacBook's Desktop but not the iMac's Desktop?

Gary Rosenzweig

2 years ago

Scott: Can't remember. It either merges or for the second Mac you enable, it puts them in a separate folder for you to figure out.

Gary Rosenzweig

2 years ago

Darren: They should. Check your settings again.

Michael F Hayes

2 years ago

what's the best way to handle this when you only have intermittent internet (e.g., on a cruise ship, without satellite internet, and only cellular data hotspot access when in port?

Gary Rosenzweig

2 years ago

Michael: Nothing special you need to do. Just use your files as normal. Chances are any file you want will be available to you. But if one is not because you have "Optimize" turned on, then it will tell you and you can get access to it when you have a connection.

Jim Noyes

2 years ago

How does "optimizing" (or not) come into play when iCloud is either on or off?

Gary Rosenzweig

2 years ago

Jim: Not sure what you mean. The “optimize” option only applies when iCloud is on.

Jeff Price

2 years ago

I too share Micheals concerns. I wish there was an option that would keep all Document files and Desktop files on both places so when my internet goes down I can still work on my projects. Maybe I will have to put those important files in a folder in the HOME folder if I can remember to do that. Love your presentations.....you're a pro!

Gary Rosenzweig

2 years ago

Jeff: There is. Simply have Optimize turned OFF. That is exactly what turning it off does. The only downside is if you have too small of a local drive to keep all of your files. But if this is a concern, then you should have a large enough drive so you can do this.

Cameron Morgan

2 years ago

I followed your steps but when I turned it off my icloud drive was empty. When I turned it back on everything was back but needed to be downloaded again if it was in a folder on my desktop before moving into icluoud drive. How can I still see my folders in icloud drive AND my local ones?

Gary Rosenzweig

2 years ago

Cameron: which folders specifically? You always see your local ones. Maybe you aren’t looking in the right place or understanding the difference between iCloud Drive and local?

Cameron Morgan

2 years ago

I do see my local ones but once I turn off the desktop&documents my icloud drive goes empty and I can't seem to find anything that was on my local desktop anywhere in icloud. It is close to 100gb so maybe it takes time to populate in icloud drive? Once I turn it back on everything comes back to my local desktop but needs to be downloaded again. Thanks for helping.

Gary Rosenzweig

2 years ago

Cameron: You'll need to be more specific as we aren't communicating. Identify exactly paths, etc. Where exactly are you looking? If you turn off iCloud Drive D&D you'll see what was in those folders only if you look in iCloud Drive. You won't see them in your Home folder where a different D&D set are then located. Maybe watch the video again carefully as I explain exactly this.

Cameron Morgan

2 years ago

Before I do anything, I have the same set up as the beginning of your video. I see the special D&D folders in my icloud drive and the local ones in my home folder. Once I turn off D&D I should now expect to see regular D&D folders in icloud and the special ones in my home folder. The issue is my icloud drive becomes empty when I turn off D&D and I don't know why. Hope this helps

Gary Rosenzweig

2 years ago

Cameron: No, sorry, I'm still not understanding what you are experiencing. I suggest you call Apple Support and figure out what is going on as it doesn't make any sense, at least not in the comments you made.

Cameron Morgan

2 years ago

Just tried it a third time and it worked! Honestly no idea what was happening but I got it now.

Rohit

12 months ago

If I have two Mac's and I have iCloud Drive Desktop/Docs turned on on both how does each Mac know what desktop to pick from the iCloud Drive, Any screen dumps of the iCloud Drive with this setup? Thanks in advance?

Gary Rosenzweig

12 months ago

Rohit: Not sure what you mean. You now have only ONE Desktop folder and you see that same ONE folder on both Macs.

Comments Closed.

What Happens When You Turn Off Desktop & Documents Folders for iCloud Drive?

Comments: 19 Responses to “What Happens When You Turn Off Desktop & Documents Folders for iCloud Drive?”

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