Tech for Beginners Part 33: Cloud Storage Explained: Google Drive, iCloud and OneDrive

You have probably seen messages like "Storage almost full" on your phone, or heard someone say "Just put it in the cloud." But what exactly is the cloud, and is it safe to keep your family photos and documents there? This is Part 33 of our Tech for Beginners series, and the start of a section on cloud storage, backups and WhatsApp. Today we will explain what "the cloud" means in plain words, compare free storage on Google Drive, iCloud and OneDrive, explain paid plans simply, and show how to upload files, share them with a link, and control who has access.

If your phone's own storage is full, start with the tips in Part 6 on phone storage. Uploading large files uses data, so the advice in Part 10 on saving mobile data and Part 11 on Wi-Fi will help. Your cloud account is usually your email account, which we created in Part 18.

A note on changes: free storage amounts, plan sizes and prices change from time to time and differ by country. The figures below were correct at the time of writing; check the provider's current plans before you pay.

What is "the cloud"?

"The cloud" simply means someone else's computers, large, secure data centres run by companies like Google, Apple and Microsoft, which store your files and let you reach them over the internet.

Think of it like a bank locker for your files. Instead of keeping everything only in your phone (your home almirah), you keep a copy in the company's locker. You can open it from your phone, laptop or any computer by signing in.

Why use cloud storage?

• Safety: if your phone is lost, stolen or broken, your files are still safe in the cloud.
• Access anywhere: open a document on your phone at the office or on a laptop at home.
• Sharing: send a large video to relatives with a link instead of an attachment.
• Space: free up phone storage by keeping older files online.

Things to keep in mind

• You need internet to upload and to open files that are not saved offline.
• Your account password and two-step verification are now very important (Parts 20 and 21).
• Free space is limited.

The big three: free storage compared

• Google (Google Drive, Gmail and Google Photos): each Google Account includes up to 15 GB of free storage, shared across Drive, Gmail and Google Photos. On Android, WhatsApp backups and phone backups also count towards it.
• Apple iCloud: each Apple Account gets 5 GB free, shared across iCloud Photos, iCloud Drive, device backups and other iCloud data.
• Microsoft OneDrive: a free Microsoft account includes 5 GB of OneDrive storage. Outlook.com email has its own separate mailbox allowance, but Microsoft counts email attachments towards your cloud storage. Check your account's storage page for the exact split.

Most Android users already have Google storage through their Gmail account. Most iPhone users have iCloud through their Apple Account. You can use any service on any phone by installing its app.

Paid plans in simple terms

When free space runs out, you can pay for more:

• Google One: paid plans that increase your Google storage, starting from smaller plans and going up to 2 TB and beyond, with monthly or yearly billing. You can often share a plan with family members.
• iCloud+: paid iCloud plans starting from 50 GB, with larger options, which can be shared through Family Sharing.
• Microsoft 365: plans that add OneDrive storage, starting with a basic storage-only plan, and larger plans that include Office apps.

Before you pay

1. Check what is using space. Often old videos, large email attachments or duplicate backups take most of it.
2. Clean up first. Delete files you do not need, and empty the trash or bin folders.
3. Choose one main service. Paying for two clouds is usually unnecessary.
4. Compare monthly and yearly prices. Yearly plans are often cheaper per month.
5. Check the auto-renew. Paid plans renew automatically until cancelled; note the renewal date.

How to check your storage

• Google: open the Google One or Google Drive app and look for Storage, or visit one.google.com/storage.
• iPhone: Settings > [your name] > iCloud, then see the storage bar.
• OneDrive: open the OneDrive app, tap your profile picture and look for storage details.

Uploading files

Google Drive (similar steps for OneDrive)

1. Install and open the Google Drive app (already on most Android phones). Sign in with your Google account.
2. Tap the + (New) button.
3. Choose Upload, then pick a file such as a PDF or photo. You can also choose Scan to scan a paper document straight into Drive.
4. Wait for the upload to finish. Use Wi-Fi for large files.
5. Organise with folders: tap + and choose Folder, for example "House papers" or "Children school".

iCloud Drive on iPhone

1. Make sure iCloud Drive is on: Settings > [your name] > iCloud > iCloud Drive.
2. Open the Files app, tap Browse and choose iCloud Drive.
3. Save files there from other apps using Share > Save to Files.

Sharing with a link and managing access

Sharing a link is much better than emailing large files. But you must control who can open the link.

Share a file in Google Drive

1. Tap the three dots next to the file and choose Share.
2. To share with specific people, type their email addresses. Only they can open it after signing in.
3. Choose their role: Viewer (can only see), Commenter (can add comments) or Editor (can change or delete content). Give the lowest role needed.
4. To share with a link, choose Manage access or Copy link and check General access: "Restricted" means only people you added can open it; "Anyone with the link" means anyone who gets the link can open it.

Safe sharing rules

• Use "Restricted" for anything personal: Aadhaar, PAN, bank statements, medical reports.
• Use "Anyone with the link" only for things you would be happy for strangers to see, like a wedding photo album for relatives. A link can be forwarded.
• Review sharing every few months. In Google Drive, open a file's Share settings to see who has access and remove people you no longer want.
• Stop sharing when the purpose is over.

Opening files without internet

Cloud files usually need internet to open. If you will need a document while travelling or in an area with weak signal, save it for offline use:

1. In Google Drive, tap the three dots next to the file and turn on Make available offline.
2. In OneDrive, tap the three dots and choose Make available offline (or Keep on this device).
3. On iPhone, files in the Files app can be downloaded by tapping the cloud-with-arrow icon next to them.

Offline copies use phone storage, so turn this off for files you no longer need on the go.

Using cloud storage on a computer

You can open your cloud files on a laptop or desktop through a web browser: drive.google.com, icloud.com or onedrive.live.com. Each provider also offers a desktop app that keeps a folder on your computer in sync with the cloud, so files you save in that folder appear on your phone too. On a shared or office computer, always sign out when you finish, and avoid ticking "Stay signed in".

Cloud storage for the family

• Create a shared folder, such as "Family documents", and add family members by email as Viewers, so everyone can find important papers in an emergency.
• If you buy a paid plan, check whether it can be shared with family members at no extra cost.
• Help older parents set up their own accounts, with your number or email as a recovery option if they agree.

Keeping your cloud account safe

1. Use a strong, unique password (Part 20) and turn on two-step verification (Part 21).
2. Add a recovery phone number and email so you can get back in if you forget your password.
3. Check the list of devices signed in to your account and remove any you do not recognise.
4. Beware of phishing emails pretending your storage is full and asking you to "upgrade" through a link. Check storage only in the official app or website.

Frequently asked questions

Is my data safe in the cloud?

Big providers use strong security, and your files are generally safer there than only on one phone. The main risks are a weak password, sharing links too widely, or falling for phishing.

What happens if I stop paying for a plan?

Your storage goes back to the free amount. If you are over the limit, you may not be able to upload new files or back up, and with Google, Gmail may stop receiving mail. Providers' policies on older data vary, so read their notices carefully.

Do photos in Google Photos count toward the 15 GB?

Yes, photos and videos backed up after June 2021 count toward your Google storage, whatever quality you choose.

What is next

Try this today: check how much of your cloud storage is used, and review the sharing settings on one important file. In the next part of Tech for Beginners, we will back up your phone: photos, contacts and WhatsApp chats, and restore everything on a new phone.