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ZDNET Highlights
- The best way to prevent data loss is to back up your files on a cloud storage service.
- In addition to protecting documents and photos, you can access content across multiple devices.
- I explain key terms, compare popular services, and even recommend third-party alternatives.
One of the most important (and hardest) lessons I’ve learned as a technical writer is to always backup your files. Sooner or later, the worst will happen – you’ll lose the project you’ve invested a lot of time and energy into, either due to some random glitch, file corruption, or hard drive failure. Some things seem worse, and I say this from personal experience.
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This is where cloud storage comes in. Instead of relying on your computer’s local drive, these services save important files, documents, and other forms of media to a secure server online. Not only do they protect your data from hardware failure (or theft), but they also let you access it from anywhere in the world: a convenience that is second to none.
Do Backups Really Matter?
Absolutely. I learned the hard way how devastating data loss can be. There’s nothing worse than losing precious photos or a document you’ve been working on for weeks, just because an external hard drive lost its life. That’s why cloud storage is so valuable – it gives you peace of mind that your files are safe in the cloud, even if your computer shuts down.
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One advice I follow is 3-2-1 ruleIt suggests keeping three copies of your files: one on your PC, one on an external drive, and one on a cloud service. You can also look at an expanded version of these rules, but the idea is the same: don’t rely on just one thing.
Which cloud services are best?
Microsoft, Google, and Apple all have their own cloud storage platforms (a campaign, Google DriveAnd icloudrespectively) and give users a small amount of free space. This is a nice benefit whenever you sign up for an account on their respective platforms. Although all three perform the same basic function, they are not all the same. In my opinion, Google Drive is the best.
Google’s service comes out on top as it offers 15GB of free storage to back up photos, videos, documents, and more. In comparison, both OneDrive and iCloud only offer 5GB of free space, which fills up fast. Having an extra 10GB makes a big difference.
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If you ever need more space, all three offer premium tiers involving monthly subscriptions, and this is where things get more competitive. The winner is no longer so clear. google one Charges $2 per month for 100GB of storage – that much Microsoft 365 BasicHowever, Microsoft also adds benefits like ransomware protection. iCloud+ It doesn’t have a 100TB tier, but it does offer 50GB for $1 per month.
At the high end, Google One and iCloud+ offer 2TB of storage for $10 per month. Google goes further by including Google Store discounts and additional Workspace features. Microsoft’s $10 plan only offers 1TB unless you’re willing to pay more, making Google’s services a better value overall.
Microsoft 365 is still a solid option; However, if you decide to go with Microsoft’s service, be aware that OneDrive backup can move your Documents, Pictures, and Desktop folders to a new location without copying them to your personal drive (or anywhere else). Don’t worry if this happens; This is just a quirk of the feature. Your files are safe.
Which third-party cloud services are best?
Apart from the big three, there are plenty of third-party cloud storage services, such as box And backblazeBut mega A personal favorite. Its free account is one of the most generous accounts by giving 20 GB of free storage space, surpassing Google’s already impressive 15 GB. However, what really sets Mega apart is that it uses E2EE (end-to-end encryption) to secure your files.
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E2EE is an important security measure because it prevents external parties – including the service itself – from accessing your files. Neither Google nor Microsoft use the standard for their respective platforms. Apple’s iCloud supports E2EE through its ADP feature (Advanced Data Protection), but it is not enabled by default.
Once again, there are other options. Mega exists in a middle ground between mainstream platforms like Google Drive and more privacy-focused alternatives. If data security is a top priority, I recommend proton driveWhich provides better file privacy and security. Just keep in mind that Proton Drive Free only offers 5GB of storage.
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Most, if not all, cloud storage services offer subscription plans that provide large amounts of storage, which is great if you’re a content creator. However, spending can get wildly out of control, as ZDNET senior contributing editor David Gewirtz experienced. He got to the point where he was paying $2,357 a year. It doesn’t have to be you. By making thoughtful (sometimes tough) decisions, the cost does not have to be very high.
General terms to know
When searching for different cloud service providers, you’ll quickly be faced with a flood of jargon and acronyms, all of which can seem overwhelming. To make things easier, I’ve put together a brief glossary of some of the most important terms you’re likely to encounter.
- cloud storage – Saving individual files and folders to a remote server for safe keeping.
- cloud backup – Instead of storing only selected files, it creates a copy of your entire computer system that can be restored later or on a new device. You can also save your system from a specific time.
- Cloud Sync – Allows your computer to automatically upload files to a cloud service whenever changes are made.
- E2EE (End-to-End Encryption) – Encrypts data so that only the sender and recipient can see its contents. Not every cloud service supports this, so keep that in mind.
- Public Cloud – A storage service offered over the Internet that can be accessed by anyone with an account, such as Google Drive. In contrast, a private cloud is owned by a company or organization.
- 2FA (Two-Factor Authentication) – Adds an extra step to the login process to improve security. This may involve entering a passkey or using biometrics.
I will keep things brief here. There are other terms such as “SaaS” (software as a service); However, most of these are geared towards businesses. The brief glossary above covers the main terms you need to know as a casual user.
I’ve been writing about both software and consumer electronics for almost 10 years now, and in that time, I’ve relied on cloud platforms to help advance my career. I don’t think I would have made it this far if it weren’t for Google Drive or OneDrive. I’ve worked in traditional office spaces, a home office, and even someone’s backyard.
I needed a way to have constant access to my files, no matter where I am, and keep them safe from outside forces. As a result, I am extremely selective about the services I use to store my data. I’m online all day, almost every day, so reliable storage is not only nice to have – it’s vital.
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I’m at the point where I know which features are essential to a good cloud service, and which features are less so. The advice I’ve given is not a set of hard and fast rules. My goal is simply to provide a basis for what you should look for in cloud storage. What is best for you depends on your specific needs.
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