Everyday Computer Skills · Cloud Storage · Lesson 1 of 5

What Syncing Means

The same files on your laptop, phone and the web, and what the little icons mean.

Same files on every device

You may hear people say a file is in the cloud. The cloud means storage on a company's computers that you reach over the internet. Your files live there as well as on your computer.

Three popular cloud services are:

• OneDrive, from Microsoft. It comes built into Windows 11.
• iCloud Drive, from Apple. It comes with Macs, iPhones and iPads.
• Google Drive, from Google. It works on almost any computer or phone.

These services sync your files. To sync means to keep the same files matching on every device you sign in to. Add a photo on your laptop, and soon it shows up on your phone too.

On Windows, your OneDrive files sit in File Explorer, in a folder called OneDrive. Next to each file is a small status icon. A status icon is a tiny picture that tells you where the file is kept right now.

• A blue cloud: the file is online only.
• A green check outline: it is also saved on this computer.
• A solid green circle with a white check: you chose Always keep on this device.
• Two circling arrows: the file is syncing right now.

On a Mac, iCloud Drive is in the Finder sidebar. A small cloud next to a file means it is stored only in iCloud.

On the practice computer, tap each status icon to learn what it means. Then make a file Always keep on this device, and watch what happens when you delete a synced file.

Online-only files need the internet

Your computer has a limited amount of storage. Storage is the space where files are kept, a bit like shelf space in a closet.

To save that space, OneDrive can keep some files online only. You still see the file's name in File Explorer. But the file itself lives in the cloud. That is what the blue cloud icon means.

When you double-click an online-only file, OneDrive downloads it for you. To download means to copy something from the internet onto your computer. The icon then turns into a green check outline.

Here is the catch. With no internet, an online-only file will not open. That can happen on a plane, at a cabin, or when the Wi-Fi is down.

So before a trip, plan ahead:

1. Right-click the file or folder you will need.
2. Choose Always keep on this device.
3. Wait for the solid green check. Now it opens anywhere.

Need your space back later? Right-click and choose Free up space. The file goes back to online only. It is still safe in the cloud.

Changes you make while offline are not lost. OneDrive syncs them the next time you connect.

On a Mac, Control-click a file in iCloud Drive and choose Download Now. Newer Macs also offer Keep Downloaded, which works like Always keep on this device.