macOS · Storage & Backup
Sync Files & Folders Across Your Devices
iCloud Drive keeps your files in sync across every device signed into the same Apple ID, and can automatically include your Desktop and Documents folders so they're backed up and accessible from any Mac, iPhone, or iPad. Files sync in the background and are accessible from the Finder sidebar or iCloud.com.
How to open iCloud Drive
- Open System Settings → [your name] → iCloud → iCloud Drive.
- Turn on iCloud Drive if it isn't already enabled.
- Turn on 'Desktop & Documents Folders' to sync those folders automatically.
- Choose which additional apps can store documents in iCloud Drive.
What you should know
- Turn on 'Desktop & Documents Folders' to sync everything in those folders to iCloud automatically.
- Choose which apps are allowed to store their documents in iCloud Drive.
- Access iCloud Drive files from the Finder sidebar, iCloud.com, or any device signed into the same Apple ID.
- Share individual iCloud Drive files or folders with other people via a link.
Turning on Desktop & Documents syncing moves those folders' contents into iCloud storage, which counts against your iCloud+ storage plan quota.
Why it matters
Syncing your working files means you can pick up exactly where you left off on another Mac or an iPad, and it acts as an extra layer of protection if your Mac's internal drive fails. But it also means those files depend on iCloud storage space and an internet connection to fully stay current.
Best practices
- Check your iCloud storage plan before turning on Desktop & Documents syncing for a large existing folder.
- Use Optimize Mac Storage so older files offload automatically instead of filling your local disk.
- Don't treat iCloud Drive as your only backup — pair it with Time Machine for full-system protection.
Common problems and fixes
- Files show a cloud icon and won't open without internet access.
- Files with a cloud download icon haven't been downloaded locally yet; connect to the internet and click the file to force it to download.
- iCloud Drive says storage is full and stops syncing new files.
- Upgrade your iCloud+ storage plan, or free up space by removing large files or turning off syncing for folders you don't need in the cloud.
Tips and tricks
- Right-click a synced file in Finder and choose 'Download Now' to force it local before going somewhere without internet access.
Frequently asked questions
What happens to my Desktop and Documents files if I turn off syncing?
macOS gives you the option to keep a local copy of everything or keep the files only in iCloud Drive, so you choose before any data is removed from the Mac.
Is iCloud Drive the same as Time Machine backup?
No, iCloud Drive syncs specific folders and files for access across devices, while Time Machine creates versioned backups of your entire system to an external or network drive.
Related settings
- Apple Account & iCloud SynciCloud settings control which of your apps and data — Photos, Mail, Contacts, Find My Mac, and more — stay in sync across all your Apple devices, plus your iCloud storage plan.
- Optimize StorageOptimize Storage is a set of Apple-recommended actions — like storing files in iCloud, auto-emptying the Trash, and removing watched TV shows and movies — that free up local disk space with minimal effort. It's found inside About This Mac's Storage settings.
- Storage ManagementStorage settings show a visual breakdown of exactly what's using space on your Mac's disk, plus built-in recommendations — like storing files in iCloud or automatically emptying the Trash — to free up space without manually hunting for large files yourself.
More Storage & Backup guides for macOS
- Time Machine BackupTime Machine automatically backs up your entire Mac — apps, accounts, preferences, and files — to an external or network drive, so you can restore individual files or your whole system if something goes wrong.
- External StorageExternal Storage covers how macOS handles USB, Thunderbolt, and network-attached drives connected to your Mac — formatting them, choosing a file system, ejecting safely, and deciding which ones are eligible for Time Machine backups. Disk Utility is the main tool for managing these drives.
- Documents & Desktop iCloud SyncAutomatically upload the contents of your Desktop and Documents folders to iCloud Drive so they stay backed up and accessible from other signed-in devices.
- Migration AssistantMove apps, files, user accounts, and settings from another Mac, a Time Machine backup, or a Windows PC onto your current Mac using the built-in Migration Assistant utility.
- Disk Utility: Partition & Format DrivesUse Disk Utility to create or resize partitions, format internal or external drives to a specific file system, and erase disks before reuse.
- iCloud+ FeaturesEnable and configure premium iCloud+ features such as iCloud Private Relay, Hide My Email, and HomeKit Secure Video storage tied to your paid iCloud storage plan.