iCloud Drive setup guide

iCloud Drive is Apple's cloud storage. It syncs files between your Mac, iPhone, iPad, and even a Windows PC. Once it is set up correctly, you stop worrying about which device has which file. The trick is setting it up correctly the first time so you do not run out of storage or end up with files in two places.

Step 1: Decide your storage plan first

Before turning on iCloud Drive, know how much space you need. The free 5 GB fills up fast because it is shared with iCloud Backup and Photos.

iCloud+ also includes Hide My Email, Private Relay, and Custom Email Domain at no extra charge.

Step 2: Set up iCloud Drive on iPhone or iPad

1. Open Settings.
2. Tap your name at the top.
3. Tap iCloud.
4. Tap Drive (under "Apps Using iCloud").
5. Turn on Sync this iPhone.

To choose which apps save to iCloud Drive: same screen, scroll the list of apps, toggle each one on or off (Pages, Numbers, Keynote, Photos, and any third party app that supports iCloud).

To find your iCloud Drive files: open the Files app (gray folder icon). Tap Browse at the bottom. Tap iCloud Drive.

Step 3: Set up iCloud Drive on Mac

1. Open System Settings.
2. Click your name at the top.
3. Click iCloud.
4. Click iCloud Drive.
5. Turn on Sync this Mac.

Two important options on this screen:

• Desktop & Documents Folders. Turning this on uploads everything currently on your Desktop and in Documents to iCloud, and keeps them synced across your Apple devices. Powerful, but if you have a lot of files on your Desktop, your iCloud fills up fast. Check your storage plan first.
• Optimize Mac Storage. When your Mac gets low on space, older files become "online only" (they show with a cloud icon and download when you open them). Recommended.

To find iCloud Drive on Mac: open Finder. Look in the left sidebar for iCloud Drive. If you do not see it, Finder > Settings > Sidebar > check iCloud Drive.

Step 4: Set up iCloud Drive on Windows

1. Open the Microsoft Store on your PC.
2. Search for iCloud (Apple makes the official app).
3. Click Get, then Install.
4. Open the app. Sign in with your Apple ID and password.
5. Approve the sign in on your iPhone or Mac when asked.
6. In the app, check iCloud Drive and click Apply.

An iCloud Drive folder appears in File Explorer (left sidebar). Files in there sync to all your Apple devices. You can also open icloud.com in any browser and use Drive there with no install needed.

Step 5: Test that sync works

1. On your Mac or PC, drag a small test file into the iCloud Drive folder.
2. Wait 30 seconds (slow internet) to 2 minutes.
3. On your iPhone, open the Files app > Browse > iCloud Drive.
4. The file should appear there.

If it does not show up, check both devices are signed in to the same Apple ID and that iCloud Drive is turned on in both places.

Sharing files from iCloud Drive

1. Find the file in Files (iPhone) or Finder (Mac).
2. Long press (iPhone) or right click (Mac).
3. Tap Share.
4. Choose Copy Link to send a link, or pick a contact.
5. Before sending, tap the link options to set "Anyone with the link" or "Only people you invite" and "Can make changes" or "View only."

Free up iCloud Drive space

• iPhone: Settings > your name > iCloud > Manage Account Storage. Tap any item to see what is in it and delete what you do not need.
• Mac: Apple menu > System Settings > your name > iCloud > Manage. Same idea.
• Big targets: iCloud Backup (you can delete old device backups), Photos (move some to an external drive), Mail (delete attachments-heavy emails), Messages (delete old conversations).

See our iCloud storage full guide for the deep cleanup.

Common iCloud Drive problems

Files not syncing

• Sign out and back in: Settings > your name > Sign Out > sign back in. Sounds drastic, fixes most sync stalls.
• Make sure all devices use the same Apple ID.
• Check your storage is not full. Sync stops when storage is full.
• Force quit Files (iPhone) or restart Finder (Mac).

"Documents in iCloud" trap

When you turn on Desktop & Documents on Mac, your existing local Desktop and Documents folders move to iCloud. If you turn it off later, the files become online-only or get moved into an Archive folder, depending on choices. Read the prompts carefully. Make a backup before flipping this setting.

iCloud Drive vs iCloud Backup

Different things. iCloud Drive stores files you put there. iCloud Backup automatically backs up your iPhone (apps, settings, messages). They both use the same iCloud storage. Most people want both on.

iCloud Drive vs Google Drive vs OneDrive

Quick take: stick with iCloud Drive if all your devices are Apple. Switch to Google Drive if you live in Gmail. Pick OneDrive if you use Microsoft 365. See our cloud comparison for the full breakdown.