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How to Manage iCloud on iOS and macOS

How to Manage Your iCloud Account on iOS and macOS

iCloud is a storage service launched by Apple in 2011. It safely stores your music files, images, videos, documents, and more on an internet server. That way, you do not have to store content o your Mac's hard drive and can access your content from any internet-connected device. Also, iCloud automatically keeps apps up to date across all your devices. With iCloud, you can sync your information and access it anytime on any of your devices, such as an iPhone, iPad, Apple TV, Mac, and even PC running on the Windows operating system. It comes with 5 GB of free storage, and you can add more any time you need it.

Through iCloud, you can make changes to your content, and they will appear on all your synced devices. Also, by going to iCloud.com, you can access web versions of apps like Mail, Photos, Notes, and others.

With iCloud, you can backup and restore settings and data on iOS devices. It includes a photo and video backup from the Camera roll. Back up of device settings, app data, and messages from the iMessage app, SMS, and MMS. Ringtone and Visual Voicemails backup. When your device is synced with iCloud, the backups appear daily when the device is connected to Wi-Fi.

By using iCloud Messages, you can also access your messaging history on all devices. They are kept up to date, and you can open them in the Messages app. What is great is that you can start a conversation on one device and end it on another.

How to Manage Your iCloud Account on iOS and macOS

With iCloud Photos, you can store all your photos and videos. The original full resolutions content is uploaded to iCloud while compressed versions are kept on your device. You can access the images on iCloud through the Photos app. And with Shared Albums, you can share your photos and videos with friends and family or the people you choose. You can also invite them to add comments and share their visual content with you.

You can store and organize your files in iCloud Drive and share them with others through a private link. By adding your Mac Desktop and Documents folders to iCloud Drive, they became accessible to you anytime and anywhere.

Make time management and file organization easier by using Mail, Reminders, Calendar, Notes, and Contacts and keep them up to date across all your devices with iCloud instead of manually making changes on every device. You can also create documents with Pages, spreadsheets with Numbers, and presentations with Keynote. Then you can share them with other people and collaborate. Others can see edits made in real-time. You can also use the web version of these apps and even edit the content on iCloud.com.

One of the best features iCloud offers is the Find My device. When your device is synced to iCloud and connected to an internet connection with the Find My option, you can locate your lost device, track and lock it if necessary or remotely erase the content on it. You can also share your location with others and see their location as well on the map.

An iCloud keychain can keep your passwords, credit card information, and other private information and fill autofill where needed for faster browsing and checkouts.

With Family Sharing, you can add up to six family members and share the iTunes Store, App Store, and Apple Books purchases without sharing your account. You can pay for family purchases and approve kids' spendings from a parent's device. Family Sharing also lets you share iCloud storage, visual content, calendars, locations, and more.

iCloud makes your life easier and less stressful. You do not need to worry about losing your pictures, documents, and other important content if something were to happen to your device, and you can conveniently share your content with others.

Below you will find detailed, step-by-step explanations on how you can use and manage your iCloud account.

Table of Contents:

How to Sign In And Sign Out of iCloud

You might be a new iCloud user and do not know how to sign in to iCloud with your device. In this case, follow the steps below:

Sign in on iOS:

1. Go to "Settings".
2. Tap on your account.
3. Enter your Apple ID credentials.

Sign out on iOS:

1. Go to "Settings".
2. Tap on your account.
3. At the bottom, tap on "Sign Out".
4. Enter your Apple ID password and click on "Turn Off".
5. Choose the data you want to keep after signing out.
6. At the top right corner, tap on "Sign Out".

Sign in on Mac:

1. Click on the Apple logo in the upper menu.
2. Go to "System Preferences".
3. Click on the "Sign In" button.

Sign into iCloud

4. Enter your Apple ID credentials.

Enter Apple ID credentials to sign in

Sign out on Mac:

1. Click on the Apple logo in the upper menu.
2. Go to "System Preferences".
3. Go to your Apple ID.
4. Go to "Overview".
5. At the bottom, find and click on "Sign Out".

Sign out of iCloud

6. Then, click on "Keep a Copy" and choose if you want to keep a copy of Safari browser passwords on Mac.

Choose if you want to save a copy of Safari passwords

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How to Change iCloud Storage Plan

As mentioned above, when you sign up for an iCloud account, you instantly get 5 Gb of free storage space. If you want to have more storage, you need to upgrade your iCloud plan to premium. iCloud offers three premium storage plans with 50 Gb, 200 GB, and 2 TB.

To upgrade the storage plan on iOS:

1. Go to "Settings".
2. Tap on your account.
3. Then go to "iCloud".
4. Tap on "Manage Storage".
5. And then tap on "Change Storage Plan".
6. Choose a plan, and in the top right corner, tap on "Buy". After you buy the premium plan, a confirmation will appear with a notice that your plan has been upgraded.

To downgrade the storage plan on iOS:

1. Go to "Settings".
2. Tap on your account.
3. Then go to "iCloud".
4. Tap on "Manage Storage".
5. And then tap on "Change Storage Plan".
6. Tap on "Downgrade Options".
7. Choose a downgrade and tap on "Done" at the top right corner.

To upgrade the storage plan on Mac:

1. Click on the Apple logo in the upper menu.
2. Go to "System Preferences".
3. Find and go to the Apple ID.
4. Then click on "iCloud".
5. Next to "iCloud Storage", click on the 'Manage" button.
6. Then click on "Buy More Storage".

Click on Buy More Storage

7. Select a plan and click on "Next".

Choose a storage plan

8. Enter your Apple ID password and click on "Buy".

To downgrade the storage plan on Mac:

1. Click on the Apple logo in the upper menu.
2. Go to "System Preferences".
3. Finc and go to "Apple ID".
4. Then click on "iCloud".
5. Next to "iCloud Storage", click on the 'Manage" button.
6. Then click on "Change Storage Plan".

Click on Chnage Storage Plan

7. At the bottom left corner, click on the "Downgrade Options".

Click on Downgrade Options

8. Select a downgrade and click on "Done".

Choose a downgrade plan and click on Done

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How to Add iCloud Drive to Desktop, Dock, And Finder Sidebar

For quicker access to iCloud Drive, you can add it to the Finder sidebar, Desktop, or Dock.

Add to Finder sidebar:

1. Open Finder.
2. In the upper menu, click on "Finder".
3. Go to Finder Preferences.
4. Then, click on the "Sidebar" tab.
5. Check the box next to iCloud Drive.

Add iCloud Drive to Finder sidebar

Add to Desktop:

1. Launch Finder.
2. In the upper menu, click on "Go".
3. Then, click on "Go to Folder".
4. In the pop-up window enter the line: /System/Library/CoreServices/Finder.app/Contents/Applications/

Go to Applications folder

5. In the Applications folder select iCloud Drive and drag it to the Desktop.

Drag iCloud Drive to Desktop

Add to Dock:

1. Launch Finder.
2. In the upper menu, click on "Go".
3. Then, click on "Go to Folder".
4. In the pop-up window enter the line: /System/Library/CoreServices/Finder.app/Contents/Applications/

Go to Applications folder

5. In the Applications folder select iCloud Drive and drag it to Dock's left side. Release it when the Dock expands to make room for the application.

Add iCloud Drive to Dock

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How to Share iCloud Folders

You can easily share your folders stored in iCloud with others. Follow the steps below to find out how.

Share iCloud folders on iOS:

1. Open the Files app.
2. From the list of sources, select "iCloud Drive".
3. Tap on the folder and hold it until a pop-up menu appears.
4. Tap on "Share".
5. Select how you would like to send the share link, pick a contact, and fill out their information.

Edit permission of Shared iCloud folders on iOS:

1. Open the Files app.
2. From the list of sources, select "iCloud Drive".
3. Tap on the folder and hold it until a pop-up menu appears.
4. Tap on "Share".
5. Scroll down and tap on "Add People".
6. Then, tap on "Share Options".
7. Under "Who can access" select who can access this folder. Choose between "Only people you invite" or "Anyone with the link".
8. Under "Permissions" select what they can do with the folder. Choose between "Can make changes" or "View only".
9. Then, select how you would like to send the share link, tap on "Share", pick a contact, and fill out their information.

Share iCloud folders on Mac:

1. Open Finder.
2. Click on "iCloud Drive" in the left sidebar.
3. Chose a folder and click on the "Share" icon.

Share folder from iCloud

4. Select how you would like to send the share link, pick a contact, and fill out their information.

Edit permission before Sharing iCloud folders on Mac:

1. Open Finder.
2. Click on "iCloud Drive" in the left sidebar.
3. Chose a folder and click on the "Share" icon.
4. In the pop-up menu click on "Add People".

Click on Add People

5. Expand the "Share Options" option.
6. Next to "Who can access" select who can access this folder. Choose between "Only people you invite" or "Anyone with the link".
7. Next to "Permissions" select what they can do with the folder. Choose between "Can make changes" or "View only".
8. Then, select how you would like to send the share link, tap on "Share", pick a contact, and fill out their information.

Edit shared folder permissions

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How to Change The Name Displayed on Emails Sent From iCloud

If you need to change your displayed email name, you can do that by following the steps below.

Change the email display name on iOS:

1. Open "Settings".
2. Go to "Passwords & Accounts".
3. Select an email account that you want to edit.
4. Tap on the email address and edit it.
5. Click on "Done" in the top right corner.

Change the email display name on Mac:

1. Open the Mail app from Finder, Launchpad, or Spotlight.
2. In the upper menu bar, click on "Mail".
3. Go to "Preferences".

Go to Mail Preferences

4. Then go to the "Accounts" tab.
5. Click on the drop-down next to "Email Addresses".
6. Then, select "Edit Email Addresses".

Click on Edit Email Addresses

7. iCloud.com will open in a browser.
8. Login in to iCloud with your Apple ID.
9. Go to the Mail app.

Go to the Mail app

10. When the Mail app opens, click on the gear icon at the bottom left corner and click on "Preferences".

Click on Preferences

11. Go to the "Accounts" tab.
12. Edit the name and click on "Done".

Edit name displayed in email

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How to Forward Emails to Another Email Address Automatically in iCloud

If you want to forward emails to a different email address, follow the steps below.

Forward all emails:

1. Go to iCloud.com.
2. Sing into your iCloud account by entering your Apple ID credentials.
3. Go to the Mail app.

Go to Mail app

4. At the bottom left corner, click on the gear icon and click on "Preferences".

Go to Mail preferencees

5. Check the box next to "Forward my emails to".
6. In the text field, enter the other email address.
7. Then, click on "Done".

If you do not want to keep forwarded emails in your email address, check the box next to " Delete messages after forwarding".

Forward all emails

Forward specific emails:

1. Go to iCloud.com.
2. Sing into your iCloud account by entering your Apple ID credentials.
3. Go to the Mail app.
4. At the bottom left corner, click on the gear icon and click on "Rules".

Click on Rules

5. In the top right corner, click on "Add a Rule".

Click-on-Add-a-Rule

6. Under "if a message", select a condition from the drop-down menu.
7. Then, enter the sender's email address.
8. Under "Then", click on the drop-down menu and select "Forward to".
9. Enter the forwarding email.
10. Click on "Done" and then on "Done" again.

Create a forwarding rule

You can remove the rule by clicking on the (i) icon and selecting "Delete".

Click on the information icon

Delete rule

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How to Manually Select Apps That Will Be Backed Up to iCloud

If you selected to use iCloud for backing up your device, most applications would automatically be set to back up. If you want to save storage and handpick what apps you want to back up with iCloud, you can do that following the steps below.

For iOS:

1. Go to "Settings".
2. Go to your account.
3. Go to "iCloud".
4. Tap on "Manage Storage".
5. Go to "Backups".
6. Select your device's backup and toggle off apps that you do not want to be backed up.
7. When you disable an app's backup, click on "Turn Off & Delete".

For Mac:

Unfortunately, you can not choose apps for backup on Mac for your device. You can only delete the backup.

1. Click on the Apple logo in the upper menu.
2. Go to "System Preferences".
3. Find and go to the Apple ID.
4. Then click on "iCloud".
5. Click on the "Manage" button.
6. Scroll down and select "Backups".
7. Select your device's backup.
8. Click on the (-) icon to remove the backup.

Delete-iCloud-backup

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How to Delete Content From iCloud

If you want to clear out your iCloud storage, you can easily remove applications from your iOS or macOS device.

For iOS:

1. Go to "Settings".
2. Go to your account.
3. Go to "iCloud".
4. Tap on "Manage Storage".
5. Tap on the app you want to delete.
6. Then, tap on "Delete Data" or "Delete Documents & Data".

For Mac:

1. Click on the Apple logo in the upper menu.
2. Go to "System Preferences".
3. Find and go to the Apple ID.
4. Then click on "iCloud".
5. Click on the "Manage" button.
6. Select an app from the left sidebar and click on "Delete All Files".

Delete content from iCloud

7. Then click on "Delete".

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We hope this article was helpful! Check out the video below for a step-by-step tutorial.

Video on How to Manage Your iCloud Account on Mac

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About the author:

Tomas Meskauskas

I am passionate about computer security and technology. I have an experience of 10 years working in various companies related to computer technical issue solving and Internet security. I have been working as an editor for pcrisk.com since 2010. Follow me on Twitter to stay informed about the latest tech news or online security threats. Contact Tomas Meskauskas.

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