Christopher Owolabi
Published on: April 20, 2025
Fact-checked by Sam Boyd
Cloud storage allows you to store and back up your files on secure third-party servers. You can store your photos, messages, videos, and sensitive files and access them from anywhere.
One of the most significant benefits of cloud storage is how it makes project collaborations easier. For example, you can upload an accounting spreadsheet to a cloud storage service, making it available to authorized team members worldwide.
There are a fair number of options when it comes to cloud storage in 2025. Dropbox is a popular example, but big companies like Apple, Google, and Microsoft offer cloud services, too. You can even get storage bundled with antiviruses like Norton, which has up to 500 GB on its LifeLock plans.
Cloud Storage vs. Traditional Storage
Cloud storage complements traditional storage methods of computers, smartphones, and other devices. However, cloud and traditional storage differ in terms of cost, accessibility, privacy, and other factors.
Here’s a quick overview of the core differences between both types of digital storage:
Traditional storage is either store-bought or comes shipped with your devices. Conversely, cloud storage providers charge monthly or yearly fees. Some offer limited storage space free of charge.
Cloud storage’s cost is justified by its cross-platform compatibility and convenience. For example, you can start editing a file stored in Google Drive on your Windows PC at work and continue on your personal MacBook once you get home. There’s no need to manually move or transfer files, which is just one of the many benefits.
Types of Cloud Storage Environments
Cloud storage takes several forms. Here are the major options:
- Public cloud storage. A public cloud storage provider offers storage space to multiple users. Good examples are Google Drive, Dropbox, and Apple iCloud. However, no user can see the data stored on the cloud by another user unless they have permission.
- Private cloud storage. Many private companies maintain their own cloud infrastructure for internal use. Private cloud storage is usually run on-site, but can also be remote.
- Hybrid cloud storage. Combines private and public cloud models to get the best of both worlds. For example, a company might keep sensitive data on a private cloud while keeping less sensitive data on a public cloud.
- Multi-cloud storage. For various reasons, some individuals and organizations rely on multiple cloud storage providers. This could be to avoid fees, maximize security, or simply because certain providers have advantages for specific projects.
- Community cloud storage. Some opt to share cloud storage. In effect, this is similar to private cloud storage but you can share access. However, the cloud storage technology is still managed by a third-party provider.
Public cloud storage is fine for most. Many providers can be accessed through any web browser. Others require dedicated software, but this is easy to download or even ships with many devices (for example, Macs and iPhones come loaded with iCloud).
You can also employ multi-cloud strategies to enjoy platform-specific benefits. For instance, iCloud is deeply integrated into iOS and macOS and automatically backs up all kinds of files with little setup. Dropbox is more hands-off, but unlike iCloud, it’s available on Android and Linux devices, too.
Why Should You Use Cloud Storage?
Beyond streamlined access and added security, cloud storage offers benefits that might not be readily apparent. Here are some other reasons to consider a cloud storage service:
- Convenience. Cloud storage enables users to access files on any device from anywhere in the world. You could be at a retreat on the other side of the world and still check in on the accounting sheet you worked on while at the office (provided you’re not doing a digital detox, of course).
- Collaboration. Cloud storage makes collaboration between teams easier and faster. For example, every user with access to a cloud-stored document can work simultaneously.
- Cross-platform accessibility. Cloud storage eliminates file-sharing challenges in mixed-device environments. On an individual level, it makes it easy to share files between desktop and mobile devices.
- Speed. Downloading backups or large files from data centers is usually faster than transferring them from a local disk. Reputable cloud providers even maintain data centers in various locations. This is helpful because you’ll enjoy faster speeds when connected to a nearby server.
- Space management. You can keep files you regularly need for work or everyday life on your devices while offloading the rest to the cloud. That way, you don’t have to add more physical storage to keep up with growing local storage space demands.
- Disaster recovery. Backups on the cloud help you seamlessly recover your data and sensitive information in cases of data breaches, device loss, or theft.
- Security. Most cloud storage providers use end-to-end encryption and other advanced security measures to protect your files. Given the scale of most data center operations, it’s not feasible for most individual users to maintain the same security level on personal storage.
- Scalability. I’m a fan of how easily you can manage the cloud storage you need. Need more space? Simply pay for more. Want less space? Downgrade to a lesser plan. If you need to upgrade storage hardware, you’ll have to wait for it to be shipped or go to the store.
- Data Redundancy. Cloud storage providers keep versions of your files in multiple locations simultaneously. If a data center is compromised or suffers downtime, your data will remain accessible via other locations. This is referred to as a redundancy.
Cloud Storage: Sync vs. Backup
In addition to syncing data across devices, cloud storage services can also be used to back up files. Functionally, these two goals are quite similar but the intention behind each is different. Backups are primarily concerned with securing data in the event of a system wipe, device damage, theft, or data corruption. Syncing, on the other hand, is driven by improving access to data.
In contrast to backups which require you to manually re-upload a file that you’ve made changes to, synced files are automatically altered across the cloud. Usually, this is possible because the cloud provider also supports an ecosystem for editing files. For example, any changes I make to a Google Doc on my MacBook will be visible when I check the file hours later on my PC.
The downside is that any device accessing a synced file can manipulate or even delete it. This is by no means common with most major cloud providers, but it does happen. For example, a photo taken on your iPhone that’s already synced to iCloud might get corrupted or deleted if anything happens to the original version. Luckily, iCloud lets you recover deleted files for up to 30 days. You get the same with Google Drive, plus you can revert files to previous versions.
This wouldn’t happen with backups. Once a backup file is created, the original file can be modified and deleted without affecting the backup. This makes it possible to free up on-device storage for other needs since you’ve offloaded your files to a cloud storage backup system. Access to backups is usually more restrictive compared to services oriented towards syncing.
What Are the Risks Involved in Cloud Storage?
Cloud storage has downsides. When choosing a provider and deciding what data to keep on the cloud, it’s essential to consider potential issues.
- Data management. Cloud storage providers like Dropbox will encrypt your data in transit, ensuring a third party does not intercept it. However, this data can be decrypted on Dropbox’s servers, meaning the provider has access to your data. For this reason, you may not want to store highly sensitive data using public cloud services.
- Internet requirements. Cloud storage systems rely on the internet, which makes retrieving your files or working on cloud-stored documents impossible without internet access.
- Cloud storage outage. Datacenter downtimes could lock you out of your files until the issue is fixed. Reputable cloud providers manage this with file redundancies across multiple locations, reducing the likelihood and impact of outages.
- Compliance requirements. Industries like health and finance have stringent data storage and management regulations. Cloud service providers may not meet these standards and you may need to host data on a compliant private cloud server, using the hybrid cloud model.
- Vendor lock-in. Most cloud storage providers won’t seamlessly port your data to another cloud storage service. As your data grows with one provider, it becomes increasingly challenging to move to another service. Some vendors even charge an egress fee.
- Environmental concerns. Cloud storage data centers need lots of electricity and can generate heat, creating sustainability concerns. Some providers like Google and Apple invest in sustainable and renewable energy sources to keep their operations green.
How to Choose the Best Cloud Storage Service Provider
For both consumers and enterprises, there are lots of options when it comes to cloud storage. Here are some tips to help you make the right choice:
Consider What You Need Cloud Storage For
What file types do you want to store and backup on the cloud storage service? Most users want to back up their media files (pictures and videos). You may also want to secure your SMS messages, WhatsApp chats, and contacts in case of device loss, theft, or damage.
Services like Dropbox help you back up your media files. But it isn’t great for syncing and the platform lacks an intuitive solution for backing up your mobile contacts, SMS, and instant messaging chats. In this case, it’s best to choose on-device and native cloud storage options like Google Drive or Apple iCloud.
If you’re dealing with highly sensitive data, look for a service with an emphasis on end-to-end encryption. Keeper offers secure cloud storage and tools for sharing sensitive files as well as private messages.
You also need to decide whether your priority is synchronization or managing backups. Platforms like iCloud work best for sync, while Google Cloud is ideal for both.
Look Into Bundling Cloud Storage With Other Services
You can get cloud storage bundled with other important cybersecurity tools. This is a good way to save money.
Norton 360 offers up to 500 GB of free cloud storage and automatic backups alongside its top-of-the-line antivirus suite. Depending on which plan you choose, you’ll even get a password manager, parental control software, identity theft protections, and a VPN.
Consider How Much Space You Need
Cloud storage service providers usually tier their services by the storage space offered. Some services follow a pay-as-you-use model, while others charge you based on an allocated block of space — whether you use it all or not.
Choose a smaller storage plan and only upgrade as your needs increase. That way, you don’t overpay for cloud storage that you don’t use.
Compare Costs
Cloud storage providers like Apple iCloud, Google Drive, and Dropbox offer 5 GB–15 GB of free storage space. Anything beyond that attracts a charge. Choose a cloud provider that fits within your budget and provides an adequate amount of storage space.
Remember, some may charge extra for data migration, impose exit fees, or add other fees.
Generally, you can save costs by:
- Choosing a family plan. A multi-tenant plan allows you to share a bigger plan with others for a better overall deal. For instance, you only need 50GB, but you share a 200GB space with others on a family plan. Everyone has their cloud storage partition to use, so nobody can access others’ data.
- Paying upfront. Cloud providers often offer deals when you pay annually or even for multiple years at once rather than paying month-to-month.
Look Into Operating System Compatibility
Apple iCloud works natively across all Apple devices. It also offers an app for Windows, which is good for managing backups but can’t be used for syncing.  However, there’s no Android app. Conversely, cloud storage providers like Dropbox work across all major operating systems — iOS, macOS, Android, Windows, and Linux.
Think About Your Speed Needs
If you’re regularly dealing with huge files or time constraints, ensure your preferred cloud storage service doesn’t have a reputation for throttling bandwidth or policies that impose download or upload speed caps. Otherwise, this will be frustrating when executing a large data transfer, restoring your systems from backups, or migrating some data to other services.
How to Setup Cloud Storage
Setting up cloud storage differs depending on the model and service. You can set up private cloud storage in-house with the right talent and resources. You’ll need external support for hybrid cloud storage, while community cloud storage setup depends on the provider.
You can usually get by using public cloud storage, which is also the easiest to set up. To provide an example, here’s how to start using Google Cloud storage on a Windows device:
- Go to the provider’s website. In this case, that’s Google One.
- Click on one of the sign-up prompts.
- Pick a pricing tier you’re comfortable with.
- Follow the rest of the on-screen prompts to continue.
- Upload the files you want to store. You can select them manually or use the trusty old drag-and-drop.
The provider you choose will provide guides on how to set up cloud backup and sync across your devices and operating systems.
Frequently Asked Questions
Do cloud storage companies own your data?
Cloud storage companies don’t own your data. However, they have varying levels of access to the data you store with them in line with their terms of service. This means that extra care needs to be taken if you intend to store highly sensitive data — some services are stronger on privacy than others.
Can you access cloud storage without the internet?
You can’t access cloud storage without the internet. Instead, you can create local backups of files stored on the cloud to facilitate access whenever you’re without the internet. Remember to sync changes from your local backup to the cloud service when you’re back online. That way, the most recent versions of your file remain secure on the cloud.
Are cloud storage systems secure?
Cloud storage systems from reputable providers like Apple, Google, and Microsoft use robust security systems, like end-to-end encryption, to secure your data. No system is 100% secure, but the top cloud storage providers are usually well-equipped against breaches, outages, and other relevant concerns.
Will cloud storage replace hard drives?
Cloud storage won’t replace hard drives, which are crucial for onboard storage. Even so, hard drives aren’t as singularly vital as they used to be. Hence, upgrading hard drive storage doesn’t make sense when you can maintain small on-device storage and keep files on the cloud.
Will cloud storage ever run out?
Cloud storage can run out, but providers keep adding new servers and disks to ensure this never happens. Be sure to consider how much space you’ll need when choosing a provider and plan.
Will cloud storage get cheaper?
Cloud storage will almost certainly become cheaper as providers uncover more sustainable strategies for running their data centers. Higher adoption will also ensure that cloud storage providers can distribute running costs and profit margins among more users, bringing down the final price per user.
Which cloud storage is best for free?
Google Drive, Microsoft OneDrive, and Apple iCloud are some of the best freemium cloud storage options. You can usually store between 5 and 15 GB for free, beyond which you’ll have to subscribe to a paid plan.
Can cloud storage be used for games?
You can save in-game progress to cloud storage from PC or game consoles like PlayStation and Xbox. Steam has an integrated cloud storage tool. This ensures you don’t lose progress if anything happens to your primary storage. You can also sign into your gaming account from another compatible device anywhere in the world to pick up where you left off.
