In the past, keeping data synchronized on multiple computers and devices was a challenge that required synchronization, additional software or a lot of coordination. Again, data was almost inevitably lost or older files accidentally replaced new ones.
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With iCloud, Apple’s Web-based data storage and synchronization service, it’s easy to share data such as contacts, calendars, e-mails and photos on multiple computers and devices. With iCloud enabled on your devices, whenever you are connected to the Internet and make changes to iCloud-enabled apps, those changes will be automatically uploaded to your iCloud account and then shared with all your compatible devices.
With iCloud, keeping data synchronized is as simple as configuring your devices and using your iCloud account.
What you need to use iCloud
- An Apple ID / iTunes account. Your iCloud account will use the same username and password.
- A Mac with OS X 10.7.5 or later, OR
- A PC running Windows Vista or 7 or later and iCloud Control Panel, OR
- An iPhone, iPod touch or iPad with iOS 5 or later, AND
- iTunes 10.5 or later
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To use the web-based iCloud apps, you’ll need Safari 5, Firefox 21, Internet Explorer 9 or Chrome 27 or later.
Assuming you have the required software, let’s move on to iCloud configuration, starting with a desktop and laptop computer.
Configure iCloud on Mac and Windows
You can use iCloud without connecting your desktop or laptop. It has excellent features for iPhone and iPad users, but you will probably find it very useful even if you need to synchronize data with your computer.
How to configure iCloud on Mac OS X
To configure iCloud on a Mac, there is really little to do. As long as you have OS X 10.7.2 or later, the iCloud software is integrated into the operating system. As a result, nothing needs to be installed.
Here’s what you need to know:
- To access iCloud settings, click on the Apple menu in the upper left corner and choose System Preferences.
- You may already be signed in to your iCloud account. If not, log in here with your Apple ID / iTunes account.
- Check the box next to each iCloud feature you want to enable.
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How to configure iCloud on Windows
Unlike the Mac, Windows does not include integrated iCloud, so you need to download the iCloud control panel software.
Here’s what you need to do:
- Download the software of the control panel iCloud from Apple.
- Install the software.
- Once done, launch the iCloud control panel.
- Log in with your Apple ID / iTunes account.
- Check the box next to each iCloud feature you want to enable.
To learn more about iCloud features as you decide if you want to enable them, take a look at step 5 of this article.
Configure and use iCloud on IOS devices
All iOS devices – iPhone, iPad and iPod touch – with iOS 5 or later have integrated iCloud. Consequently, it is not necessary to install any app to use iCloud to keep data synchronized between computers and devices.
You need to configure the features you want to use. In a few minutes, you will enjoy the magic of automatic and wireless updates of data, photos and other content.
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To access iCloud settings on your IOS device
- Tap the Settings app.
- Touch iCloud.
- Depending on the choices made during device configuration, iCloud may already be on and you may already be logged in. If you are not signed in, tap the Account field and sign in with your Apple ID / iTunes account.
- Move the slider to Active / Green for each function you want to enable.
- At the bottom of the screen, tap the Storage and Backup menu. If you want to back up data on your iOS device to iCloud (this is great for restoring from wireless backup via iCloud), move the iCloud Backup slider to On / Green.
Learn more about iCloud backup in the next step.
Using iCloud Backup
Using iCloud to synchronize data between computers and devices means that your data is uploaded to your iCloud account and that means you have a backup of your data there. By enabling iCloud backup features, you can not only backup data there, but also create multiple backups and restore backup data over the Internet.
All iCloud users get 5 GB of storage for free. You can upgrade to additional storage with an annual payment.
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Programs that perform backup on ICloud
The following programs have integrated iCloud backup features. For most of them, you only need to activate the backup function to upload their contents to iCloud.
- App for Mac OS: Safari (for bookmarks), Mail, Address Book, Calendar, Notes, Reminder,
- Windows App: Safari (for bookmarks), Outlook 2007 or versions later
- Pages, Keynote and numbers 1.5 or later
- iPhoto 11 or newer
- Opening 3.2.3 or later
- IOS apps: Mail, Contacts, Calendars, Reminders, Safari (for bookmarks), Notes, Passbooks, iCloud Keyrings, Photos, Messages, Pages, Keynotes and Numbers
Check iCloud memory
To find out how much iCloud 5 GB backup space you are using and how much you have left:
- On Mac and Windows: open iCloud Preferences (Mac) or Control Panel (Windows). The bar at the bottom shows how much is used and how much is available.
- On iOS: Tap the Settings app, then tap iCloud. Tap Storage and backup. Look for the Storage menu. ICloud backup management.
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You can view individual backups in your iCloud account and delete the ones you want to get rid of.
To do this, follow the steps you use to check your iCloud memory. On that screen, click Manage or Manage Memory.
You’ll see complete system backups and a list of apps that use that iCloud backup.
- For full system backups, you can select a backup and then click Delete (on desktop) or tap backup and then Delete backup (on iOS). Do it only if you are sure you want to get rid of it; this is recommended only if you have a recent backup and want to save space.
- For each app you’re backing up, click or tap the app to see which documents are backed up to your iCloud account. To delete a file, scroll through the file and tap the Delete button (iOS), or click on it and then click the Delete button (Mac / Windows).
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Restore iOS devices from iCloud backup
The process to restore the data you have backed up to iCloud is basically the same for iPad, iPhone and iPod Touch.
ICloud Storage Update
If you want or need to add more storage to your iCloud account, log in to your iCloud software and select update.
- On Mac and Windows: open iCloud System Preferences (Mac) or Control Panel (Windows). Click Manage, then buy more storage. Click the update you want, and then click Next. Enter your Apple ID password and click Buy to update.
- On iOS: Tap Settings, then iCloud, then Archiving and backup. Tap Buy more storage, tap one of the options and tap Buy.
Updates to your iCloud archive are charged annually through your iTunes account.
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Using iCloud
After enabling iCloud on your devices and configuring the backup (if you want to use it), here’s what you need to know about using each iCloud compatible app.
If you have an iCloud.com email address (free from Apple), enable this option to make sure your iCloud.com email is available on all your iCloud devices.
- You can also use your iCloud.com email via webmail.
- iCloud cannot synchronize iCloud email accounts.
Contacts
Enable this option and the information stored in the contacts or phonebook apps will remain synchronized on all devices. Contacts is also enabled for the web.
Calendar
When enabled, all your compatible calendars will remain synchronized. Calendar is web enabled.
Reminders
This setting synchronizes all to-do reminders in the iOS and Mac versions of the Reminder app. Reminder is enabled for the web.
Safari
This setting ensures that Safari web browsers on the desktop, laptops and iOS devices all have the same set of bookmarks.
Notes
The contents of the Note iOS app will be synchronized with all your iOS devices when it is turned on. It can also synchronize with the Apple Mail program on Mac.
Apple Pay
The Apple Wallet app (formerly Passbook on the previous iOS) can be managed within iCloud on any connected device. You can sync your current credit or debit card and remove all payment options to disable Apple Pay on that device.
Keychain
This Safari feature adds the ability to automatically share website user names and passwords on all your iCloud devices. You can also save your credit card information to make online purchases easier.
Photos
This feature automatically copies your photos to the Photos app on iOS devices and to iPhoto or Aperture on the Mac for storing and sharing photos.
Documents and data
Synchronize files from Pages, Keynote and Numbers on iCloud (all three apps are also enabled for the Web) and your iOS and Mac devices when they are turned on. This is also web-enabled to allow downloading of files from iCloud.
Find my iPhone / iPad / iPod / Mac
This feature uses GPS and the Internet to help you locate lost or stolen devices. The web version of this app is used to find lost / stolen devices.
Back to my Mac
Back to My Mac is a Mac- only feature that allows Mac users to access their Macs from other computers.
Automatic downloads
iCloud allows you to automatically download iTunes Store, App Store and iBookstore purchases on all your devices as soon as the initial download ends the download. It is no longer necessary to move files from one device to another to stay in sync.
Web App
If you are away from your computer or your devices and still want to access your iCloud data, go to iCloud.com and sign in. There, you will be able to use Mail, Contacts, Calendar, Notes, Reminders, Find my iPhone, Pages, Keynotes and Numbers.
To use iCloud.com, you need a Mac with OS X 10.7.2 or later, or Windows Vista or 7 with the iCloud control panel installed and an iCloud account (of course).
