Cloud storage keeps your files available on every device. Understanding how it works helps you use it safely, and not lose files by accident.
Quick summary
- Cloud storage keeps copies of your files on a provider’s servers so you can reach them from any device.
- Syncing isn’t the same as backing up: deleting or changing a file on one device can change it everywhere.
- Check whether your service keeps earlier versions and deleted files, and for how long.
- Share files with specific people where possible, and turn off shared links you no longer need.
- Protect your cloud account with a strong, unique passphrase and multi-factor authentication.
Cloud storage services keep copies of your files on the provider’s servers, usually called “the cloud,” so you can open them on your phone, laptop or any web browser. They’re convenient and can be a useful part of backing up, but a few features work differently from what people expect.
Syncing versus backing up
Most cloud storage services sync your files: a change on one device is copied to all your other devices and the cloud.
That’s great for working across devices, but it has a catch. If you delete a file, or ransomware scrambles it, the change can sync everywhere. That’s why syncing alone isn’t a complete backup.
Many services keep earlier versions and deleted files for a while, which can save you. Find out how long yours keeps them.
The Australian Cyber Security Centre lists cloud storage as one way to back up, alongside external drives. Using both gives you more protection. Our guide to backing up your files explains how to combine them.
Sharing files safely
- Share with specific people using their email addresses, rather than “anyone with the link,” for personal or sensitive files.
- Set the right permission: “view” is safer than “edit” for most sharing.
- Set expiry dates on links where the service allows.
- Review shared files occasionally and turn off sharing you no longer need.
Handy tip
Before sharing a folder, check what’s inside it. It’s easy to share a whole folder when you meant to share one file.
Keep your account secure
Your cloud account may hold years of photos and documents, so protect it like your email or bank account:
- Use a strong, unique passphrase; see our guide to passphrases.
- Turn on multi-factor authentication.
- Review signed-in devices and remove ones you don’t recognise or no longer use.
- Be wary of emails saying your storage is full or your account is suspended. These are often phishing; open the app or website directly instead of clicking links.
Choosing a plan
Free plans have limited space. Before paying, consider how much you need, whether you’ll share storage with family, and how easy it would be to move your files elsewhere later. Keep track of the renewal date like any other subscription; our guide to free trials and subscriptions can help.
Your questions answered
Is cloud storage safe?
Reputable services use strong security, but your account is only as safe as your login. A strong passphrase and multi-factor authentication matter most.
Where is my data stored?
Providers store data in data centres that may be in Australia or overseas. Check the provider’s privacy policy or terms if location matters to you.
What happens if I stop paying?
Most services reduce your storage to the free allowance. If you’re over it, you may not be able to add files, and some services may eventually delete content. Download what you need before you cancel.
Can I use more than one cloud service?
Yes, and some people do for redundancy. Keeping a separate backup, such as an external drive, is a good idea either way.
This guide is general information, not technical or legal advice. If you’ve lost money or personal information, contact your bank, IDCARE on 1800 595 160, or report it through ReportCyber at cyber.gov.au.