The Best iCloud Drive Setup.
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- เผยแพร่เมื่อ 27 ก.ค. 2022
- iCloud Drive is a great way to manage all your documents within the Apple ecosystem. Here's how I have my iCloud Drive set up.
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#MacOS #iCloudDrive #Apple - แนวปฏิบัติและการใช้ชีวิต
This is a really nice setup! I think I'm going to try something along these lines. Thanks for the video.
Carl thank for that first tip of the default folder, that was really helpful! As for the rest of the video, thank you as well, it really motivated me to organize my iCloud Drive
You're very welcome, Filipe.
I love this, so simple yet useful. I will be using tags for my folders now! At the moment I am using it just for the individual files
Happy to hear you found it helpful.
Brilliant idea! Thanks!
Great organization here. I use iCloud as my real-time backup. And as such I had forgotten how useful tags could be. This was a great reminder to use tags!
Always happy to help.
This is great! Really nice simple setup, and finally it's nice to see a great use of tags in Mac!
Thank you, Noah.
Carl you're the man! Been following you since 2017! I rewatch several of you're videos every year as I touch up and refine my systems!
WOW!!! Thank you, Paul. I hope your system is running well.
Thank you for this!!
You're very welcome, Gene.
Just found your video, and I also learned some new things. Thanks for this. I am busy to make a business sheet/program. I copy this from excel but I like Numbers better. So if you are planning to do a video about Numbers with explaining some formula I defenetly watch that.
Hi Anita, ooh, I am terrible with spreadsheets. I know the basics, and that's about it.
Tks! How you configure Google Drive with iCloud files?
Great video thank you, but how do you add tags to your documents? Manually?
I add tags manually. Although for most of my documents I use templates I have created and so the template carries the tag.
Steve Jobs advocated letting the system do the file managment in iOS. He maintained the hierarchical filing method was too confusing for users. He said it was much better to let the systems and apps manage the files like in iTunes. After selling my iMac I am now running on just iOS. I let the system offer up where to put documents and this method is working well. I use the power of search to find my documents. I am a little more careful with my file names for better searching. This filing documents by the app and searching by file name seems to be working well. BTW: I suspect the errant file was placed where it is by virtue of listing docs by file type. Sometimes these docs land in the root of iCloud Drive on their own. That’s for the video you hit the key points of iOS app/system driven file managment.
Hi Rick, The errant file was actually a scan of a passport I took on the fly that needed sending somewhere urgently. Once it was sent, it wasn't needed anymore. (forgot to delete it)
Really nice! I cannot commit myself to iCloud Drive because, though I use an iPad Pro, Mac and iPhone… I often end up using non-Apple devices as well. But I think the ideas translate over.
Yeah, that does pose problems.
@James B I’m running into the same issues. I have an iPhone and iPad but on the occasions I need a desktop it’s always never an Apple device.
Great video!! How to manage final cut or your video editing soft in iCloud? You know, we need to configure The files event/project
Do you use the iCloud? Put this file there?
I don't. I use an external hard drive for all my video content. I have nearly 1,000 videos on TH-cam and several online courses. That's a lot of space for a cloud service.
Hi,
I’m using iCloud to sync my MacBook air with my Mac mini.
I usually have a preferred random way to organize my files inside a folder which is not alphabetically organized nor by date.
When I organize my files this way in one mac they don’t appear in the same order in the other mac.
Is there a way to solve this issue?
I have not activated the Desktop and Documents option in iCloud Drive to save space in iCloud Drive. Can I now copy 1 spreadsheet from my local hard drive to iCloud Drive instead of moving it so that this file remains on the local hard drive and also in iCloud Drive? If this can be done will a change in the spreadsheet I make on the local hard drive also be synced to icloud Drive????? I have tried but the change is not synced!!!! Thanks for help!!!
This was my first YT video of your channel. Very interesting. I learned quite a bit about finder. But why do you start with iCloud. I use iCloud as a backup system for my files on my MacBook.
All my devices are Apple products, and using iCloud as my loud storage means I system-wide search for all my documents and I love the way it "intelligently' knows what documents are current and what is not.
Tags seem to be a great idea. Will definitely check it out. Any recommendations regarding family members? I keep all documents of all members of my family and everyone got his/her own folder. Problem is that some documents are for a specific family member while others are for“universal“. How would you solve this? Folders for everyone and a family tag or one family folder and member tags? I am unsure and don’t wanna play around with, as there are a lot of documents I’d have to tag and move.
I would probably do it the other way around. Tags for family members and a single folder for family.
Hello, a folder in iCloud Drive with some small documents has had a cloud next to it for a month. Why doesn't that cloud disappear? How do I get rid of that cloud???? Thanks for info!!!
Awesome video! I already applied that 👍🏻 Quick question, within each folder the settings are the same?
Hi Tony, Mine are different depending on the type of folder. For example, I have a TH-cam folder that contains thumbnail templates. In there I like t see the icon view. Other folders that only contain files, I prefer to see the list view.
@@Carl_Pullein alrighty! Thanks for the response! 🙏🏻
Thanks for this; that's really great. But to focus on the ultimate goal, which is doing things. What software are you using: Apple software (Pages, Numbers), Google, Microsoft? That could be very interesting because these productive suites also provide a File Management system and GTD setup. I lose a lot of time trying to find the ultimate ecosystem, which is complicated when I need to share with different contractors not using the Apple Ecosystem.
Hi Philippe, I use Apple's suite of tools (Keynote, Pages and Numbers). If I need to send an Excel file to my accountant, I export the sheet as an Excel file. For Pages documents, I send PDFs, and I can share Keynote files as PowerPoint if I need to collaborate.
@@Carl_Pullein thanks for answering
Hi thanks, so if your devices have different storage capacity how does it work. For example, if I run out of space on my phone and my ipad have more storage so I save more photos there how does it work. It won't b accessible on my phone as I don't have space, but I can access from my ipad and desktop right? how the sync back up works? txs
It’s all done by very sophisticated algorithms which means you really do not need to worry about it at all. Let’s say you have 800GB of stuff in iCloud and a 1 TB iPad and a 256GB iPhone, iCloud will determine which files and photos you use most and leave full copies of these on your devices. The less space you have on a device, the less is stored there.
It’s constantly changing and moving things around in the background and if you were to spend time watching what was going on it would drive you crazy. Just let iCloud do its thing.
Do you know if iCloud supports OCR to search for a document based on its content? Btw. you don't use PARA?
Not that I am aware of. That might change, of course, with the new OS later this year.
I don't use GAPRA for my files, no. They are very different from notes.
Tags are fine. As long as u don’t need access via browser or iPhone or iPads.
There u can’t sort with groups and Tags. So if u have more then 10 folders at the first level with even same names but different Tags, u see an mess of 100 folders just with dots.
I tried that system but the implementation of apples Tags is just half baked for me. On an multiple device ecosystem like i use it daily, it’s not an option sadly. :(
You can sort by tag on both iPhone and iPad. We are limited on the internet, but then if you have an iPhone, iPad and Mac computer, it's unlikely you would go into iCloud.com.
Are you using this system in place of something like Evernote? Or is that a completely different type of archive for your documents?
This is very different. Evernote is where I keep my notes. Documents and files etc go into iCloud.
Carl, how do you add a title to the colored tags in the iCloud finder window? Many thanks
If you open tags from the Finder preferences, you can rename the tags using the right click on the tag.
@@Carl_Pullein Thanks Carl; one more thing if I may - does the iCloud setup as described not automatically transfer over to my other Mac and/or iPhone iCloud folder? My other devices do not mirror this awesome set up that I have created on my iMac based on your video! Thanks again
@@kg4zlb It should do. If you have turned everything on all at once, it might take a few days to upload everything (depending on how much you are sending) If it gets stuck, log out of iCloud on the device it's not syncing to, turn off the device and then turn back on and re-log in. That should unstick any problems.
How can I view in list format opposed to Icons... the latest version is not as you described... I wish mine was like yours or I wouldn't be asking for help. Thank you
Hi Roxane, you can change the view on the top line of the windows. You can see a box icon, a checklist type icon and others. Click any of those and it will change.
A major mistake on my part in understanding the structure of the iCloud system was that I initially equated iCloud with Dropbox. It wasn't until I understood that only iCloud Drive is the equivalent to Dropbox that I was able to use the system correctly.
I think Apple were trying to be a little too clever.
Hi Carl, I've been using iCloud since I used Apple devices. But I noticed, also in your video, that iCloud doesn't always sync properly. In the entire video you can see that your iCloud does not sync either. Next to the iCloud button in the Finder, you can see a gray dot and this only disappears when iCloud has completely synchronized. In my case, any type of file sometimes gets stuck and prevents iCloud from syncing. In the last few days I had a file with a size of 47kb and it didn't want to synchronize. All other files then got stuck and were not synchronized. Do you have any idea why this happens? (I have 2 TB of iCloud storage)
Yes, I've had a few instances where iCloud appears stuck. It does seem to sort itself out though. I've never had a instance where something I wanted wasn't there.
@@Carl_Pullein Thanks for the feedback, but somehow I can't really believe your answer that everything will come off by itself. There are thousands of entries in thousands of forums with this problem and no one has a solution.
Your video takes about 12 minutes and about 10 minutes you can see how your iCloud wants to synchronise but does not finish. Actually, iCloud should synchronise ad hoc and not minutes or hours later. (Ok, depending on the data size) Do you have any other idea?
@@sammcmoor I've never had a problem with it. Sometimes, something takes a while to sync, but as I am working on the file on my MacBook, I don't need it to be in the cloud instantaneously, and I never notice it.
I suspect it's got something to do with the smart sync in iCloud. I've used iCloud for five years, and the smart sync knows I uniquely work on certain documents (PSD files, Pages and Numbers, for example) on my laptop. If I take a screenshot, it will instantly upload to iCloud as often I do work on that from my iPhone.
Five years and never had an issue. Funny, I didn't notice it until you mentioned it, and I stay well away from forums--they tell me I have problems I never knew I had. LOL
@@Carl_Pullein My problem is, I design laser cut files on my MacBook M1 and store all files in the cloud. Then I go to my laser with other MacBook Air and want to call up the files but they are stuck in iCloud. But it's not the cut files that hang but another file and I don't know which ones. And I have this problem every day. I could go crazy.
@@sammcmoor I use AirDrop to share large video files between my computers. These are often 2 or 3 GB in size, and while they will upload to iCloud, I find AirDrop is faster.
Another alternative for files you want active faster is to use an external hard drive. All my video edit files are kept on an external hard drive. Not just the speed but also because, over time, these would take up a large amount of space in the cloud.
I got lost on the first step. Is there a way to explain it slower to set up icloud drive properly
I don't think there is "proper" way to set up iCloud. It needs to work for you and the kind of files you want to save and organise.
I'm rethinking how to organise my file recently. I'm used to using folders. And I know the trend is not worry about organising files. The problem for me is searching is good enough for finding individual files but very bad at finding a group of files that's I don't remember what exactly to expect. For example, imagine a new parent raising a child. When the child is little, they got some minor allergy. The doctor gave them a few medicines and one worked. Fast forward 3 years, now the kid is bigger and easier to take care off. But one day there seems to be some relapse. Now, how the young parents find all the files related to the allergy. Not just the files matching certain search terms, but the definitve collection of files related to that. Traditionally, a folder would be used. But that's against the new trend. Also, once you have more and more folders, you'd need to figure out a way to organise the folders. It seems that Apple's anwser would be using tags. But the problem with tags is that they are all global. On macOS is fine since you even with global tags, ones you are in a folder, you could group the items by tag essentially using tags as a list header. However, this is not available on iOS. Another thing is are tags supposed to be inherient. In another word, is it a good practice to tag the sub items with the same tag of the folder. This is a problem when say you have a bunch of bank statements, and you have some of your parteners bank statements because you applied some travel visa to some cool place together. When you search bank statements, you might get a tone of the result. But if you didn't tag the individual PDF files, you won't be able to know which files are the ones you want unless you preview them one by one. Do you have any advise on these?
Not really. Except to say there will always be outlier cases, but these will few few and far between. This means it's better to not overthink things and if and when an outlier situation arises, to deal with it then. The ore structure and hierarchy you have in your file system, the less useful it will be. Keep things simple. For instance, have a single folder for bank statements divided by year. If you need to store a partner's bank statement, use the title of the bank statement to highlight what it is.
cómo eliminar la identificación de iCloud en MacBook Pro
Confused: It appears that the folder setup you are advocating here is at the top level of iCloud Drive. Why have you not set this up in the Documents folder (within iCloud Drive)? Apple (Spotlight etc.) expects user docs (and user folders containing user docs) to exist in the Documents folder. Why are you choosing to place your folders as siblings to the Apple blessed Documents folder? If your motive was to see your top user folders in the same column as iCloud's standard folder setup (Desktop, Documents, Downloads, etc.), you could have placed your personal folders within the iCloud Drive/Documents/ folder and then made aliases of them to insert at the top of the iCloud Drive Folder. That way, MacOS, Spotlight, TimeMachine, and Applications, would know where to look. No?
I love this setup but I have found it doesn't translate perfectly to iOS. You can't group by tags as nicely as Mac OS
You can organise it by tag, but it doesn't separate it as nicely as macOS does.
This might be amateur but I’m learning that Apple’s hardware is superior to the likes of Google / Android. However looks like Google’s software is A LOT more universally used and accepted.
I suppose one can use Apple hardware with Google services and have a good experience.
I was always under the impression to use Apple software since it’s baked into the hardware already. Some stuff is good like the mail app, reminders, calendar etc. But stuff like software management and collaboration etc Google is way better.
Apple's gone down the privacy road and that means it's going to be difficult to share files in iCloud. Google's less concerned about privacy.
@@Carl_Pullein can you give some examples of Apple files that a non Apple person or entity won’t be able to open from a personal use perspective / average Joe. Like if I send a Pages document or Notes to a non Apple user will they be able to open it.
When you mentioned collaboration and better collaboration with Google Drive can you elaborate. Thanks!
@@MarcP5267 It's not that files don't work, it's more about it being a horrible experience on a Windows or Android device. Slow, crashing and just generally unreliable.
@@Carl_Pullein ok let’s say I have a file in iCloud Drive that has multiple stuff to renew a license. I send that iCloud file to an entity that’s Windows. Will they be able to access it and open the file easily?
@@MarcP5267 hahahaha I don't think anyone has ever been able to answer that question. Sometimes, they will be able to open it, other times it will crash their browser. Hence it's just better to share documents with Google Drive.
I am actually going opposite direction try to stay away from icloud drive as much as possible. I have 3 Macs, 2 ipads and 1 iphone. Files I created on one device sometime do not appear on the other device for a couple of hours , some times days. I am not alone. Some commented that icloud sync is consistently inconsistent. Apps using Cloudkit perfrom better
That certainly happened a few years ago. These days, I don't have any issues at all. I suppose most of the apps I am using with iCloud are all created with CloudKit.
@@Carl_Pullein I also had the same experience with my old Mac Book Air (year 2015). Maybe it's because my mba is just too old? When I write something in Mac, my MBA does not sync; but when I change something in MBA, the sync works in my Mac. I have now bought a new MBA and hope it will work.
@@juliachen4438 There are sometimes a few quirks. I find if I log out of iCloud on the device that's not syncing, shut down, restart and log back in, it flushes out the problem.
See, Bruce Willis is alive and well
Hi Carl, why do you not organize your folders like PARA or GAPRA?
To me, files are an entirely different thing. Notes are one thing--designed for quick reference and planning. Files need to use searched.
When I click Command N I get a new Safari window.
Make sure you are clicking Command + N when you are in desktop view, not Safari.
How is Apple ecosystem with collaboration with those not in the apple ecosystem?
Terrible. Best advice, don't do it.
@@Carl_Pullein what are you using for collaboration?
If I have a file that’s in iCloud Drive and need to send it to a non Apple entity, will they be able to open it? I would say most entities and people have Apple devices.
I’m 97% on iPhone or iPad, hardly a desk top or lap top. I find Google drive too clunky vs iCloud Drive.
I am at the point in my life that I have to make a decision on space and which platform to give my money too for more space, Apple or Google. But to be honest I much prefer the simplistic yet more polished way Apple does things. Plus I’m at a point where I’ll be needing to send and receive files etc from most likely non Apple users and / or not in Apple ecosystem.
@@MarcP5267 I use Google Drive for collaboration. It works seamlessly across all platforms. iCloud Drive does work on non-Apple devices, but the experience is ugly and people hate me for sharing files that way.
@@Carl_Pullein ok thanks. Looks like Google then. That means I’ll be in Google ecosystem. How will that affect Apple ecosystem type stuff like Apple reminders Apple calendars etc, photos?
I was in a situation Saturday our printer broke and there was some stuff I had to print out from a website that I have bookmarked in Safari. Got into work this morning and was going to print out the stuff. I found it frustrating that I couldn’t get access to Safari on the desk tops because my institution won’t allow it. Authorized browsers are Google Chrome, Firefox and Edge. I work for a world renown university. So I had to get on my iPhone and email the links to my gmail account.
This was an experience that shows the un-universality of Apple software. Their hardware IMO is superior especially when it comes to smart phones and tablets and wearables like Watch and AirPods.
@@Carl_Pullein I just transferred all my iCloud files to Google Drive. Don’t have a lot right now and it was ez transferring on my iPhone.
Reason I did this was because this morning I sent some iCloud files to an entity and they emailed me and asked if I could send them via Google Drive. This is a large company.
iCloud is like the Hotel California ... Apple makes it super easy and convenient to deal with your data... but just wait until you want to switch services, run out of space, etc, etc... IT IS A NIGHTMARE. You cannot download folders, etc, etc, ETC. Apple = Hotel California...you can check in any time you like, but you can never leave.
Ah, I guess that's something they haven't prioritised.
@@Carl_Pullein Possibly. My speculation is far more cynical. ;)
This is for Mac not Windows.
Correct. That said, if you're using iCloud.com it would still work.
Are you aware that you are (*ts*) occasionally “kissing” your words? I don’t find it (*ts*) annoying, but anyone who is (*ts*) a public speaker should be aware of their (*ts*) affectations. I was in the forensics league in high school (speech club) and one guy had a harmless but hilarious affectation of occasionally flapping his arms. He was completely unaware of it and mystified that the other students were laughing. Since the affectation would distract the judges at speech competitions, the teacher who sponsored the club got a bucket and dropped a pebble in it each time he did it. When he became aware of it, it disappeared.
Hi Ken, Not that I am "kissing" my words, but I do know I make mistakes. Having a few quirks though does make one a little more interesting (even if it does annoy some people)
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i cloud is literally the shittest thing ever. I turn on i cloud drive , it uploads barely anything so i turn it off. Instead of only removing what was only on i cloud drive it deletes fucking everything.
You’re probably using it wrong