Desktop/Documents in Finder view - iCloud

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Level 1

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Desktop/Documents in Finder view - iCloud

Hi - I am trying to decide on the most transparent way to keep my mom’s documents stored remotely as her macbook air is now her primary computer, and asking her to manually backup each week would be crazy. I need to update the OS and, consequently, Word. Her imac was the primary computer and it ran daily backups with time machine. She is a senior and has always had a mac, but things need to stay consistent - you understand. :)

She only uses Word (and email and internet). When i had to upgrade her Word on the imac (because of OS), i put on OneDrive hoping that she could easily access files from either computer - turned her world upside down and she avoids it even more. :( (the imac was the test of her reaction before doing the laptop. Epic Fail.)

So......she only uses the desktop folder and Documents folder. If i were to activate the storage ability in iCloud and use the desktop and documents option (not optimized), will she still see and access her Desktop and Documents *just as they are now*, or will she have to go into the iCloud folder to find these folders?

I am mac as well, but am completely mobile (ipad, iphone), so i can’t try it first to see. I’ve seen icloud screenshots on the web and read about it, but this hasn’t been clear.

Thanks for any thoughts....

:)

Posted on Apr 5, 2021 11:07 AM

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Answer 1

Top-ranking reply

MoonJ.

Community Specialist

Apr 6, 2021 9:25 AM in response to Vanillabn

Hi Vanillabn,

We see you're interested in enabling iCloud Desktop and Documents on your mom's MacBook Air, however are unsure as to how the folders are displayed, is that correct?

When enabling iCloud for Desktop and Documents, those folders are moved to the iCloud section of Finder. However, if she already has a folder for both Desktop and Documents in her Favorites section of Finder, they'll remain there and she can continue to work with them that way. Additionally, if she's opts to use both the iMac and the MacBook Air, it would stay updated on both, however the second Mac would have its own name designation in the iCloud folder.

You can see more details here:

Add your Desktop and Documents files to iCloud Drive

Additionally, if you'd like to backup all of her MacBook Air Files, the best way to do so would still be via Time Machine, however she would need to manually plug it in ever so often. If there's a scenario where she plugs the Mac in to sleep or turns it off for the night, that may be the most ideal time to plug in the backup drive.

The MacBook Air would have a feature called "Power Nap" that allows it to backup while it's sleeping or the lid is closed overnight so long as the drive is plugged in.

What is Power Nap on Mac?

Feel free to reach back out if you have any further questions.

Cheers!

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Answer 2

léonie

Level 10

200,561 points

Apr 6, 2021 11:56 AM in response to Vanillabn

As MoonJ explained, it should work without major changes for the workflow of your Mom.

After you enable Desktop and Documents for iCloud Drive the Desktop and documents folder will always be identical on both her Macs, because of the iCloud Syncing. Initially it might be a bit confusing, because the Desktop and Documents of the MacBook Air will appear on the iMac and the iMac folders on her MacBook Air. But it will allow her to switch easily between the two computers.

But syncing the Desktop and Documents will not give her a backup, if that is what you are hoping for. The documents and data on her MacBook Air will always be identical and in sync with iCloud. If she should make a mistake and delete everything, it will be gone from iCloud as well, only saved for a short time in Recently Deleted. iCloud will be the central storage, mirrored on all her Macs.

She should continue to run Time Machine on her iMac to get a backup of her documents. If the iMac Documents and Desktop are always in sync with the Mac Book Air, and if "Optimise Storage" is off, the iMac Time Machine will back up her work. It is essential to keep "Optimise Storage" off, to get a complete Time Machine backup, when you are using iCloud with the Desktop and Documents folder.

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Answer 3

Vanillabn Author

Level 1

8 points

Apr 6, 2021 6:21 PM in response to MoonJ.

Thank you MoonJ! That’s so helpful. :-) So, when she looks at her usual Desktop (as if icloud wasn’t on), would a file still sit there sync’d or will it disappear to the iCloud section in the finder sidebar?

I appreciate your knowledge!

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Answer 4

Vanillabn Author

Level 1

8 points

Apr 6, 2021 6:30 PM in response to léonie

Thank you leonie! So time machine running on the imac would backup both imac and mbAir if the icloud was on and not optimized on both? Nice! (Wouldn’t it be nice to have time machine do this to the cloud directly..... ;-))

Thank you for sharing this! So helpful.

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Desktop/Documents in Finder view - iCloud

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