Free Up Disk Space by Backing Up Files to the Cloud

Disk space is a precious commodity. Maximize your storage by backing up files to the cloud and then deleting them from your computer. This allows access to your files while reclaiming hard drive space. While convenient, cloud storage shouldn't be your sole backup method; maintain additional backups on another cloud service or external hard drive(s) for data security.

How Cloud Storage Works

Cloud platforms like OneDrive, iCloud, Dropbox, and Google Drive maintain synchronized folders—one locally and one in the cloud. Changes made on your computer automatically reflect in the cloud, and vice versa. This synchronization extends across multiple devices with the installed app, ensuring access to the latest file versions from anywhere.

You can also designate folders as "online-only," residing solely in the cloud and consuming no local storage. Access requires an internet connection.

Cloud storage and syncing apps offer both manual and automatic file management options. Some allow online-only folders with local placeholders; files download and open upon access. Web interfaces provide file access via any web browser with an internet connection.

Choosing What to Store Where

Consider the cloud as a digital archive—for files you want to retain but don't need frequent access (e.g., old vacation photos). Keep frequently accessed files locally, especially if reliable internet access is unavailable.

OneDrive Space-Saving Techniques

OneDrive on Windows syncs certain folders by default. You can also set files as online-only to conserve local storage. While requiring a download with a couple of clicks, this isn't ideal for large files due to download times.

To make files online-only:

1. Right-click the OneDrive cloud icon in the taskbar notification area.
2. Select "Help & Settings," then the "Settings" tab.
3. Go to "Sync and backup," then "Advanced settings."
4. Choose "Files On-Demand" and select "Download files as you use them."

OneDrive categorizes files as online-only (blue cloud icon), locally available (green checkmark), and locally stored (white checkmark in green circle). Locally available and stored files are practically identical, accessible offline. Locally available files may automatically become online-only with the Storage Sense feature (Windows 10/11) when low on disk space.

iCloud Space Optimization

Apple utilizes iCloud and iCloud Drive. iCloud syncs data across Apple devices (purchases, contacts, calendars, pictures), while iCloud Drive functions similarly to OneDrive or Dropbox.

To manage iCloud storage on a Mac:

1. Open the Apple menu, select "About This Mac," click "More info," and scroll to "Storage Settings."
2. Use the "Store in iCloud" button to save Desktop and Documents folders to the cloud.
3. Use "Optimize Storage" to remove watched iTunes movies and TV shows.
4. Enable "Optimize Mac Storage" in System Settings (Apple ID > iCloud) to automatically remove older, unused files.

Dropbox Space-Saving Methods

Dropbox offers Selective Sync (free and paid users) to prevent syncing specific folders to your computer. Smart Sync (paid users) automatically moves files to the cloud, creating local placeholders. Online-only files require an internet connection for editing. To make a file or folder online-only, right-click and select "Make online-only." You can also set new files to be online-only by default.

Google Drive File Management

Google Drive allows selecting folders for local and/or cloud storage. The Google Drive for Desktop app simplifies management. In the app's Preferences, choose "Stream files" (cloud-only) or "Mirror files" (both locations). You can add folders to sync from your local drive.

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