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Can anyone explain how to use iCloud to free room on my Mac? Really, not the basics.

I am paying for 2TB of storage in iCloud, and my 750GB mid-2012 MBP (MacOS Cataline 10.15.7) is full. I have enabled all the iCloud options, especially Desktop and Documents.


However, my iCloud still has 1.66TB of free space, and my MBP is still full. I've introspected the iCloud folder structure and it seems totally random what is on there vs on my Mac -- some files are backed up, some are not, and in any case, most are still local copies on my MBP.


How does iCloud decide which files to back up, when to back them up, and when to delete the original files from my local hard drive and leave a pointer to iCloud?


How can I manage my files on my local drive so that they get backed up to iCloud (all of them), and removed from my MBP so that it has some room?


How do I store and arrange my Photos so they will be backed up? Do the actual photo files get backed up (and removed from the local drive), or is it only the Photos App Library that gets backed up (I don't use Photos for most of my photos, which are stored locally in their native formats)? I have iCloud photo storage turned on in MacOS, iOS, & iPadOS -- but photos sync flawlessly on the i-devices, but I have to manually sync or airdrop photo images to my Mac (Not syncing across devices). What is going on? How do I get a clean, safe, stable backup of our family's photo history on iCloud, and free room on my Mac? (I have local Time Machine backups on 2 different harddrives as well).


Finally, why is this so hard? Should I stop paying for iCloud storage and use the amazon, dropbox, or other options... I have searched all over the forums and the internet for answers to these questions and they either don't exist, aren't clear, or just keep rehashing the same basic steps to "Enable iCloud on all your devices" none of which helps. Thanks for any help.


Posted on Apr 19, 2021 4:48 PM

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Question marked as Top-ranking reply

Posted on Apr 20, 2021 2:24 PM

What users want iCloud to be and what it is are not the same thing.

That is certainly true. Unfortunate that Apple promotes it as exactly that type of a service: Manage storage room on you devices using iCloud...


Feedback for Apple goes here >>> http://www.apple.com/feedback/


That was actually helpful. Thanks for the link.


For others that are as confused about what iCloud can and cannot do to help create space on your Mac, hopefully the previous responses will help you sort out what to do. And if you are as disappointed as I am in how iCloud actually works, the feedback link provided above is the place to let Apple know how cool iCloud could be.


My resolution, in case it helps anyone: I moved my 51GB Music folder contents, and my iTunes Library to a Network Attached Storage (NAS) device, ensured that all the files copies correctly, trained iTunes where to look for the files now they are moved, then deleted the files from my MBP. This gives me a while longer to work with this MBP before it fills again and I have to delete something else off it that I don't want to... I am *really* hoping that my Mac doesn't now see all that free hard drive space and decide to "optimize" my storage by downloading local copies from iCloud storage until it fills again... we shall see.


Oh yeah, and cancelling my $10/mo 2TB iCloud drive, and certainly not now upgrading to the Apple Rundle as it no longer makes financial sense. Alas.





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7 replies
Question marked as Top-ranking reply

Apr 20, 2021 2:24 PM in response to LACAllen

What users want iCloud to be and what it is are not the same thing.

That is certainly true. Unfortunate that Apple promotes it as exactly that type of a service: Manage storage room on you devices using iCloud...


Feedback for Apple goes here >>> http://www.apple.com/feedback/


That was actually helpful. Thanks for the link.


For others that are as confused about what iCloud can and cannot do to help create space on your Mac, hopefully the previous responses will help you sort out what to do. And if you are as disappointed as I am in how iCloud actually works, the feedback link provided above is the place to let Apple know how cool iCloud could be.


My resolution, in case it helps anyone: I moved my 51GB Music folder contents, and my iTunes Library to a Network Attached Storage (NAS) device, ensured that all the files copies correctly, trained iTunes where to look for the files now they are moved, then deleted the files from my MBP. This gives me a while longer to work with this MBP before it fills again and I have to delete something else off it that I don't want to... I am *really* hoping that my Mac doesn't now see all that free hard drive space and decide to "optimize" my storage by downloading local copies from iCloud storage until it fills again... we shall see.


Oh yeah, and cancelling my $10/mo 2TB iCloud drive, and certainly not now upgrading to the Apple Rundle as it no longer makes financial sense. Alas.





Apr 20, 2021 1:27 AM in response to cag4

On a Mac, iCloud is primarily a syncing service, not a backup and not only an off-site storage. You can save storage locally and the documents and data will be safely stored in iCloud.

But because the main purpose of iCloud is to keep the documents and data identical and in sync across all your devices, you will always have the same documents and data on all devices.

  • iCloud can manage the storage locally and help you to save some storage, if you enable "Optimizes Mac Storage" in the System preferences for iCloud. This is fully automatic and happens dynamically, when the system discovers that you need to free some storage. iCloud tries to keep your most recently used document and data stored locally, if space permits to save e you frequent downloads from iCloud.

Which system version is running on your Mac? ON macOS 10.15 or newer you can force iCloud to remove selected local downloads from iCloud Drive.

  • Select a folder or a document, that has been download from iCloud and ctrl-click or right-click it.
  • use the command "Remove Download"

The selected item will now show a cloud with a download arrow, so you can download it again from iCloud.


iCloud Drive is not a backup service. A backup has to provide an archive copy of an earlier state of the computer. But iCloud does not provide a history to recover accidentally modified or deleted items. The only safety line is the "Recently Deleted" album. Only some apps are supporting a versioning option. When you are working with files on iCloud Drive, you are working with the only copy, the current version. Time Machine on your Mac can only back up the items that are stored locally on your Mac. When you are using iCloud Drive with "Optimise Mac Storage" you should be aware, that you will no longer have a backup of the documents and data you moved to iCloud Drive. The same goes for iCloud Photos. It is also a syncing service and not an archival backup of your Photos. You will need to make regular local backups manually on an external volume, see: Archive or make copies of the information you store in iCloud - Apple Support


I love iCloud Drive and are using it to keep the documents and data on all my devices identical. That makes it easy to find everything on all devices and work with the same documents on all device. And iCloud is giving my an offsite copy of all documents and data as the are now. If a device gets lost or stolen or my house burns down, I can get the current state back from iCloud for set up a new device from iCloud. But I am not using "Optimise Storage" on all devices. On my Macs with a large internal SSD and the iPhone "Optimise" is disabled to get regular Time Machine backups and to be able to work with my documents and data, when I am away from the internet or in case of network trouble. The Mac is noticeably faster with "Optimise" disabled.

Apr 20, 2021 11:57 AM in response to cag4

It's clear that iCloud was originally designed as a "sync" service to keep files available across mac ecosystem devices. But like many early use cases it has morphed to provide cloud vs local storage. Unfortunately, it seems like this use-case isn't really sufficiently developed yet:

I don't think this is what has happened at all. It is still a sync service with limited options for controlling local storage vs. cloud storage. It is not Driopbox, Onedrive or other off device storage services. It may not be the service users want or need.


What users want iCloud to be and what it is are not the same thing.



if Apple really wants to extend the power of iCloud beyond file syncing across devices to include cloud-based storage of rarely used files to keep storage headroom on iCloud enabled devices, then it really needs to work like a cloud connected backup drive. This means that (preferably all user controlled) users need to be able to know which files will be in iCloud vs local, and most importantly, Time Machine needs to work on both the local and iCloud connected drives so that ALL files are version-controlled and backed up safely, ready to restore any of the connected devices that might fail for whatever reason.

Tell Apple how you feel. Nobody here can change how iCloud works. Only explain it.


Feedback for Apple goes here >>> http://www.apple.com/feedback/



Apr 20, 2021 11:22 AM in response to léonie

I get it, but this is both frustrating and concerning. It's clear that iCloud was originally designed as a "sync" service to keep files available across mac ecosystem devices. But like many early use cases it has morphed to provide cloud vs local storage. Unfortunately, it seems like this use-case isn't really sufficiently developed yet:

  1. It works randomly, with very limited user-control over what files/folders to move to store on iCloud (I mean sure, I could store all my files on the Desktop or in the Documents folders, but that defeats the purpose of having dedicated system folders like Music, Pictures, etc...)
  2. By "works randomly" I mean that it's clear that some files and folders within the Desktop and Documents folders are uploaded to iCloud and many don't, for whatever reason (the black box syndrome... the logic for how this is supposed to work should be transparent so users can manage accordingly)
  3. Using iCloud corrupts all local TimeMachine backups?!? So all my local backups are missing any files that are in iCloud? Wow, that is terrible (and I guarantee 99% of Mac users don't know that the files they think are on their attached drives are missing anything they ever synced with iCloud that aren't also stored locally)... just wow.
  4. Apparently, in newer versions of MacOS, you can manually tell iCloud to "Remove Download" (right click on the file in iCloud folder)... But it is completely manual, as in, you have to individually select each file. In 30 minutes I was able to remove .12GB of files on my MBP, so I should be able to get a couple gigs of free space in, I don't know a week or so of right-click, remove download? You can apply remove download to a folder... unless there is a single file within the folder that is already in iCloud, in which case you have to open the folder and select all files that aren't already there... Bonus annoyance: For some unknown reason, Remove Downloads doesn't work on all files... you select the file, hit remove downloads, the file shows the little cloud icon... and then it goes away and the file is still local.
  5. What the heck does "Optimize Storage" even mean? If you check it, it keeps local files that it thinks you use regularly, if you uncheck it, it removes them? Or is it the other way around? Or what the AF? I've read the documentation several times and it is clear as mud. In any case it doesn't seem to work on my machine... just got down to less than 7MB of available storage on my local machine, which means the MBP goes into survival mode until I delete a bunch of files I'd rather not delete. This is sub-optimal.
  6. If Apple really wants to extend the power of iCloud beyond file syncing across devices to include cloud-based storage of rarely used files to keep storage headroom on iCloud enabled devices, then it really needs to work like a cloud connected backup drive. This means that (preferably all user controlled) users need to be able to know which files will be in iCloud vs local, and most importantly, Time Machine needs to work on both the local and iCloud connected drives so that ALL files are version-controlled and backed up safely, ready to restore any of the connected devices that might fail for whatever reason.


Given all that, I really can't see the point in continuing to pay$10/mo for 2 TB of iCloud storage... much better to buy multiple, raid-array, redundant local hard drives for Time Machine backups, and store some off-site... exactly the opposite of why cloud storage and backup is so valuable. Or use DropBox or something... Alas.

Apr 20, 2021 10:51 AM in response to tygb

Thanks -- have read and followed all those directions already.


What I think is going on is that my Mac is not "Opimizing" correctly. I believe I have all the correct settings, but my MBP got down to less than 7MB of storage space, at which point it becomes unworkable... can't save, can't check mail, can't... well you get it. I don't know if there is a setting somewhere that says something like, "Never let my MBP get below 1GB of storage space" or something, but clearly, letting the hard drive fill to the point that the laptop no longer works as intended is not acceptable.


Mid-2012 Retina MBP, 750GB HD

Apr 20, 2021 2:32 PM in response to cag4

Manage storage room on you devices using iCloud...

Which it does. Just not in the way some interpret it. Users make assumptions and leap into action.


ICloud Photo optimization is absolutely helpful to reduce local storage needs.


iCloud Drive and Desktop and Documents, once understood, can also help but not as clearly as photo optimization does.


I am glad you provided Feedback to Apple. It is the advocated way to let them know how you feel.

Can anyone explain how to use iCloud to free room on my Mac? Really, not the basics.

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