Ultimate iCloud Guide: Everything You Need to Know

iCloud Guide

Even before Apple’s iCloud came along, the idea of “the cloud” was, well, nebulous. Apple’s definition is a method by which you can synchronize all your data—such as photos, music, calendars, address books, and eBooks—wirelessly between all your devices over the Internet. No sync cables, no drag and drop. The cloud also provides backup, since copies of all that data live not on puffy white cushions but on servers in a warehouse.

Apple’s new, mostly free iCloud service is a latecomer to the genre. Google’s been at it for nearly a decade. Gmail, Google Docs, Google Calendar, Reader—basically all its apps—live on servers and can sync across gadgets including Android phones, PCs, Macs and even Apple mobile devices. Amazon has offered a Cloud Player to store and sync music since March.

But Apple promises to replace the handful of tools you’ve needed for syncing different types of data with one service. Well, as long as you own newish Apple products. Android users are out of luck. However, iCloud does work with PCs.

For a brand-new service, iCloud works pretty well. But it has bugs and peculiarities that are important to understand. Here’s a comprehensive guide to the service, with a breakdown iCloud’s features and tips for maximizing the service’s usefulness.

iCloud: What You Get

Here are the key features of iCloud:

  • Syncing photos, music, videos and eBooks purchased from Apple
  • Syncing music from other sources, such as MP3s ripped from CDs
  • Synchronizing calendars, e-mail and contacts
  • Syncing documents produced on any iDevice or computer, sometimes including PCs
  • Pushing mobile app purchases to all iDevices
  • Backing up data from mobile apps
  • Locating a lost iDevice or finding friends with Apple devices on a map

iCloud provides unlimited storage for media purchased from iTunes—music, apps, books, and TV shows. And it comes free with 5 gigabytes of storage for e-mail, documents, songs not from iTunes (say, from Amazon), and other data. You can rent more storage for an annual fee: adding another 10GB for $20, 20GB for $40, and 50GB for $100.

What You Need

To get all the iCloud goodies, you will need the free upgrade to Apple’s mobile operating system, iOS 5. It will run on any iPad and on a recent iPhone (3GS, 4, and 4S) or iPod touch (generation 3 and higher, but not other iPods, such as the nano).

On the computer side, Mac users will need the Lion OS ($30 upgrade or free with a new Mac), and PC users will need the free iCloud Control Panel for Windows 7 or Vista, as well as the latest version of iTunes. PCs get extra sync features with Microsoft Outlook 2007 or 2010 and Internet Explorer (version 8 and higher) or the latest Safari for Windows browser

Pushing Mobile App Purchases to All Devices

This part of iCloud is wonderfully simple. If you enable automatic downloads for apps in the Store menu (under Settings for iOS 5), an app installed on any iDevice—say an iPhone—also installs on any other device, such as an iPad or iPod. The one exception: An app designed only for iPad won’t also download to an iPhone or iPod, and vice versa.

Purchasing App Purchases

Whether or not an app is pushed to other iDevices, it will also download to iTunes on your Mac or PC. Likewise, you can purchase apps on your computer and watch them appear on the mobile devices that have auto downloads enabled.

Media Syncing

Keeping media up to date began as a headache with the original iPod and grew into a nightmare with the addition of iPhones and iPads. Any device can download music, videos and now eBooks, which means you can have different collections on each device. You can regularly sync them all through iTunes over a cable, but that’s about as likely as you making it to the gym three times a week.

With iCloud, whatever you buy on any device—mobile, Mac, or PC—shows up on all the others. It’s your choice, though, whether you want it to download the entire song, video, etc., or just display the name with the option to download. That’s quite handy: The 50 gigabytes of media on your PC wouldn’t all fit on that 8GB iPhone. But now you can see your entire library and simply click the iCloud icon to download what you want.

iCloud Albums

As with apps, you can enable automatic downloads for songs and books in the Store menu on each mobile device. What about videos? There’s no option to automatically download them, but their titles and the iCloud download button appear in the mobile iTunes app, as they do for songs or albums. In order to delete a song, video, album, or TV series, you generally swipe a finger across the name. But on the iPad, where albums and TV series appear as icons, you hold your finger on the icon for a few seconds and then press the X symbol.

Media syncing is stunningly easy—if all your mobile gadgets are from Apple. If you have, say, an iPad and an Android phone, they won’t sync through iCloud.

Photo Stream

To sync photos, turn on Photo Stream under the Photos section of the iOS 5 settings, and any iOS 5 devices will share their pictures (when connected by Wi-Fi). iCloud stores up to 1,000 photos for up to 30 days. It’s a conduit to pass photos among devices, not a permanent storage space like Picasa or Flickr. To view pictures from Photo Stream on a Mac, you’ll need the latest version of iPhoto ($15) or Aperture ($200). On a PC, the iCloud Control Panel app syncs photos with a folder on your computer. You can then use any photo app, such as the free Picasa, to view and edit them.


The Photo Stream folder on an iDevice has a 1,000-photo limit. When the number is exceeded, the oldest photos roll out to make room for the new. To keep a photo permanently, you can save it to the local Camera Roll folder on the device. That’s also where you make edits.

iTunes Match

Editor’s Note: We tested the developer beta of iTunes match, which should be out in the next week or so.

That effortless (and free) syncing of iCloud works only for music purchased from Apple. Syncing other tunes, such as songs ripped from CDs or purchased from Amazon, happens through iTunes Match. This new service costs $25 per year.

iTunes Match

If Apple’s store has the same song—even if you didn’t buy it from Apple—iTunes Match plays it from the cloud—that is, from Apple’s servers. Even better, you don’t have to upload a copy to your iCloud account, a tedious process that eats into your free 5GB of space. With 16 million tracks, iTunes is likely to have a lot of your music. To activate matching, click the Store menu in iTunes and select Update iTunes Match. But remember, iTunes Match is a subscription service. If you don’t renew, you lose cloud access to all the music that you didn’t buy from Apple.

Uploading music is a chore, but iTunes Match cuts that work down tremendously with no effort on your part. If most of your music isn’t from iTunes, $25 per year may be a fair price for the convenience.

iCloud Guide

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Submit Comments

  1. Clarisa Scala Says:

    Thanks, Jon. So to be clear, your view is that “cloud only” is viable for health data. Understood; I don’t mind different views. :&ndash)

  2. Cormac Says:

    How do I view my stuff in my iCloud account on my iPhone?

  3. Richard Hallam Says:

    How do I delete icloud app without losing all info on all my devices?

  4. Ken Landis Says:

    How do I pull a word document from iCloud onto my HP10 tablet to save on tablet?

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