What Does “The Cloud” Actually Mean?

“It’s saved in the cloud.”

It’s one of those technology phrases that gets used constantly. Your photos are in the cloud, your documents are in the cloud, your email is in the cloud – and you’re somehow expected to know what that means.

Despite the name, there isn’t anything floating around in the sky.

The cloud simply means using computers somewhere else, accessed over the internet, to store information or provide a service.

Once you strip away the terminology, it is a fairly straightforward idea. In this guide, we’ll explain what the cloud is, where your information actually goes and some of the things you should know before relying on it.

So, Where Is “The Cloud”?

When something is stored in the cloud, it is normally stored on servers in data centres operated by the company providing the service.

A server is essentially a computer designed to provide services or store information for other computers. Companies operate large numbers of these machines in specialist facilities with internet connections, power supplies, cooling systems and security.

You access the service through the internet rather than needing to own and maintain those servers yourself.

So when somebody says a photograph is “in the cloud”, it really means that a copy of that photograph is stored on computer systems operated by a cloud service provider and can be accessed through your account.

You’re Probably Already Using the Cloud

You don’t need to deliberately sign up for something labelled “Cloud Computing” to use the cloud.

If you use webmail, online photo storage, OneDrive, iCloud, Google Drive or streaming services, you’re already using cloud technology.

For example, when you open your email on a new phone and all your messages appear, they haven’t magically travelled from your old phone. They are stored by your email provider and the new phone connects to that service.

That is a cloud service in everyday use.

Why Not Just Store Everything on My Computer?

You absolutely can store files directly on your computer, and local storage still has plenty of advantages.

The cloud becomes useful because information stored online can often be accessed from more than one device.

You could create a document on your desktop computer, open it later on your laptop and perhaps view it on your phone while away from home. You aren’t carrying the file around manually on a USB stick; each device is connecting to the same online service.

What Is Cloud Storage?

Cloud storage is a service that lets you store files on the provider’s systems and access them over the internet.

Common examples include Microsoft OneDrive, Apple iCloud Drive, Google Drive and Dropbox.

These services can store documents, photographs and other files. Many provide applications that make online files appear alongside ordinary folders on your computer, which is one reason people sometimes don’t realise they are using cloud storage at all.

Does That Mean My Files Aren’t on My Computer?

This is where things become slightly confusing: they might be in both places.

Cloud storage applications can synchronise files between your computer and the online service. Some files may have a full local copy on the computer, while others may be downloaded only when you open them.

The exact behaviour depends on the service and its settings. Simply seeing a filename on your computer doesn’t always tell you whether a complete offline copy is currently stored there.

What Does “Sync” Mean?

Synchronisation – normally shortened to sync – means keeping information updated between different locations.

Suppose you have a document synchronised through a cloud service. You edit it on your laptop and save the changes. Those changes are uploaded, and when you open the document on another synchronised device, you see the newer version.

That’s extremely convenient. But there is an important consequence: sync is not necessarily the same as backup.

Is the Cloud a Backup?

Sometimes cloud services include backup features, but simply putting something in a synchronised cloud folder does not automatically give you the sort of independent backup many people imagine.

If you delete a synchronised file, that deletion may also be synchronised to your other devices.

Many services provide a recycle bin, version history or recovery period, which can be extremely useful, but you should understand what protection your particular service actually provides.

If a file is genuinely irreplaceable, having more than one independent copy is still sensible.

What About iCloud Photos?

iCloud Photos is a good example of why the difference between storage, synchronisation and backup matters.

If you use iCloud Photos, your photo library can synchronise between your iPhone, iPad, Mac and iCloud. Take a photograph on your iPhone and it can appear on your other devices.

However, deleting a photograph can also synchronise that deletion. It isn’t the same as putting a completely independent copy of every photograph somewhere for safekeeping.

For irreplaceable family photographs, we like having another backup as well.

What Is OneDrive?

OneDrive is Microsoft’s cloud storage service and is built into modern versions of Windows.

If you use a Microsoft account, Windows may offer to synchronise folders such as Desktop, Documents and Pictures with OneDrive.

This can be useful because your files can follow you between devices and may be easier to recover if a computer fails.

However, it can also cause confusion if you don’t realise it has been configured. Neither arrangement is automatically right or wrong. The important thing is knowing where your files are.

Is Email “In the Cloud”?

With a modern email service, your messages are generally stored on the email provider’s servers and synchronised to the devices you use.

This is why you can read the same inbox on your phone, tablet and computer.

If you replace your laptop, you normally don’t need to copy every email manually from the old computer. Once the account is configured correctly, the new device connects to the email service and your mailbox appears.

Do I Need the Internet to Use the Cloud?

You need an internet connection to communicate with a cloud service, but that doesn’t necessarily mean everything stops working the moment your broadband goes down.

Many applications keep local copies of files or allow some work to continue offline. When the internet connection returns, changes can then synchronise. Other services depend almost entirely on being online.

If you need reliable access to a particular document regardless of your internet connection, make sure an offline copy is actually available on the device.

Is the Cloud Safe?

Reputable cloud providers invest heavily in security, but no technology should be treated as magically risk-free.

For most home users, one of the biggest risks isn’t somebody physically breaking into a data centre. It is somebody gaining access to the user’s account.

That’s why account security matters. Use a strong, unique password and enable two-factor authentication where available.

What Happens If I Forget My Password?

Because cloud services are linked to an account, being able to access that account is extremely important.

Keep your recovery email address and telephone number up to date and make sure you understand how you would recover the account if you forgot the password.

We regularly see situations where the technology itself is working perfectly but somebody no longer has access to an old email address or telephone number needed for account recovery. It is much easier to sort this out while you can still sign in.

Is My Information Stored in Just One Place?

Large cloud services are generally designed with resilience in mind and may use multiple systems and locations rather than relying on one individual computer.

However, you should still think about your own backup requirements. A provider having resilient infrastructure doesn’t necessarily protect you from accidentally deleting a file, losing access to your account or making a mistake that synchronises everywhere.

What Happens If I Stop Paying?

Many cloud services provide a limited amount of storage for free and charge when you need more.

If you cancel a paid plan or a payment fails, what happens depends on the provider and service. You may find that you cannot upload or synchronise new information until your usage is brought back within the available allowance.

If important information is stored in a service, understand what you’re paying for and keep your account details current.

Does the Cloud Save Space on My Computer?

It can. Some cloud storage systems can keep less frequently used files online and download them when needed. This can be particularly useful on laptops with smaller SSDs.

But it can also create a surprise: a file may appear in a folder even though the complete contents need an internet connection before they can be opened.

If you’re about to travel somewhere without internet access, make sure anything important is available offline first.

What Are the Advantages of the Cloud?

• You can access information from multiple devices.
• Your information isn’t necessarily tied to one physical computer.
• Changes can synchronise automatically.
• Sharing files with other people can be easier.
• Some services provide useful recovery and version-history features.
• Replacing a device can be much easier when information is already synchronised.

What Are the Disadvantages?

• You may depend on an internet connection for some information.
• Storage beyond the free allowance can involve a subscription.
• Account security becomes extremely important.
• Synchronisation can sometimes be mistaken for backup.
• It can be confusing to know whether a file is online, on the device or both.
• You are relying on another company to provide the service.

Frequently Asked Questions

Is the cloud a real place?

Not in the way the name suggests. Your information is stored on physical computer systems operated by the service provider, often in large data centres.

Can I see my cloud files without internet access?

Sometimes. If a copy has been downloaded to your device and made available offline, you may still be able to use it. Files stored only online will normally need an internet connection.

Is OneDrive the same as the cloud?

OneDrive is one example of a cloud service. “The cloud” is a general term covering many different online storage and computing services.

Is iCloud only for photos?

No. Apple’s iCloud can be used for photographs, device backups, files, contacts and other information depending on your settings.

Should I keep everything in the cloud?

There isn’t one answer for everybody. Cloud services are extremely useful, but important information can still benefit from an additional independent backup.

Can somebody else see my cloud files?

Your files aren’t supposed to be publicly visible simply because they are stored in the cloud. However, anyone who gains access to your account may potentially be able to see information available through it, which is why strong passwords and two-factor authentication matter.

Our Advice

The cloud isn’t something mysterious that you need to be frightened of.

For most people, it is simply a convenient way of using storage and services provided over the internet rather than keeping absolutely everything on one computer.

The important things are knowing where your information is stored, whether it is synchronised or genuinely backed up, and how to access your account if something goes wrong.

Confused About iCloud, OneDrive or Your Files?

If you’re not sure where your photographs or documents are actually stored, Barwell Computer Repair can help.

We can help with iCloud, OneDrive, backups, moving files to a new computer and making sure important information isn’t sitting in one place with no backup.

You don’t need to understand all the technical terminology first. Tell us what you want to keep safe or access, and we’ll help work out the sensible way to do it.