Cloud Storage Know IT Guyde: OneDrive, Google Drive, iCloud, Dropbox or Something Else?
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Cloud storage has changed a lot since I first built the Cloud Storage Know IT Guyde.
Back then, the idea was pretty simple: collect as many cloud storage services as I could find, put them into one place, list how much free storage they offered and try to keep the list current.
That worked for a while.
It also produced a page full of names like Cubby, Pogoplug, Wuala, Copy and Ubuntu One. Some disappeared. Others were acquired or changed direction. Prices changed. Free storage changed. New services appeared. And the big technology ecosystems became much more important.
So I’m rebuilding the Guyde around a different question:
Which cloud storage approach actually makes sense for you?
For most people, the answer isn’t going to come from finding the company offering the largest number of free gigabytes. It’s going to depend on the devices you use, services you’re already paying for, how much storage you need, what you’re storing and how important privacy and backup are to you.
Cloud storage is a location for your files. Sync keeps copies coordinated. Backup is your recovery plan. Those three things can overlap, but they are not the same thing.
Start Here: Which Cloud Storage Should I Use?
Here’s the short version.
| If this sounds like you… | Start here |
|---|---|
| I already pay for Microsoft 365 | OneDrive |
| I live in Gmail, Google Photos and Google Docs | Google Drive / Google One |
| My household mostly uses iPhones, iPads and Macs | iCloud+ |
| I regularly move files between different platforms and people | Dropbox |
| Privacy is a major priority | Proton Drive or Sync.com |
| I want my own private cloud | Nextcloud or a NAS |
| I really mean “I need my computer backed up” | Use Backblaze or another real backup strategy, not just sync |
The first thing I would check is what you’re already paying for.
Buying another cloud subscription because somebody else’s plan looks slightly cheaper isn’t necessarily an upgrade.
Use What You’re Already Paying For First
This is probably the biggest change from the original Guyde.
Cloud storage is increasingly bundled into larger ecosystems.
If you pay for Microsoft 365 Personal, for example, you currently get 1 TB of OneDrive storage along with the Microsoft 365 applications. Microsoft 365 Family provides up to six people with 1 TB each.
If you use Google, your Google Account includes up to 15 GB shared across Google Drive, Gmail and Google Photos. Google One expands that storage, starting at 100 GB, with larger tiers available.
Apple provides 5 GB of iCloud storage at no charge, with iCloud+ tiers currently ranging from 50 GB through 12 TB.
My starting rule is simple:
Before buying more cloud storage, inventory the cloud storage you’re already buying.
You may discover you already have plenty.
OneDrive: The Obvious Starting Point for Microsoft 365 Users
If you’re primarily a Windows user and already subscribe to Microsoft 365, OneDrive is difficult to ignore.
Microsoft 365 Personal currently includes 1 TB of storage, while Family provides up to 6 TB total with 1 TB assigned to each person.
The Windows integration is also important. OneDrive isn’t just a website where you dump files. It can become part of how Windows handles documents, pictures and files across multiple PCs.
That’s convenient.
It’s also why you need to understand synchronization.
Delete or change a synchronized file and that change can propagate through the synchronization system. Versioning and recovery features can help, but I don’t want my only protection against losing important data to be the same system that’s actively synchronizing it.
My take: If you’re already paying for Microsoft 365, start with OneDrive before paying another company for general-purpose storage.
Google Drive and Google One: Great If You Already Live in Google
Google’s storage model is a little different because your storage pool extends beyond Drive.
A standard Google Account currently provides up to 15 GB at no charge, shared across Google Drive, Gmail and Google Photos.
That shared pool matters.
Someone who doesn’t store many files in Drive can still consume substantial storage with years of photos, videos and email attachments.
Google One expands the storage available to that Google ecosystem, with paid plans starting at 100 GB.
If your digital life already revolves around Gmail, Google Photos, Android and Google Docs, staying inside Google’s ecosystem may be easier than introducing another storage provider.
My take: Don’t compare Google Drive based only on the files sitting in Drive. Look at your entire Google storage footprint.
iCloud+: The Natural Choice for Apple Households
If most of your devices have an Apple logo on them, iCloud deserves the same consideration that OneDrive deserves for Microsoft users.
Apple currently includes 5 GB at no charge and offers iCloud+ tiers of 50 GB, 200 GB, 2 TB, 6 TB and 12 TB. Paid tiers can also be shared with family members.
iCloud storage isn’t just about files. It can be consumed by photos, device backups and other Apple services.
That integration is the real value.
You may find another provider offering more storage for a particular price, but that doesn’t automatically make it more useful inside an Apple household.
My take: Buy for the ecosystem you actually use, not for the biggest number printed in the storage column.
Dropbox: Still the Neutral Ground
Dropbox was in my old Cloud Storage Guyde, and unlike many of the services from that era, it’s still here.
The free Basic tier currently provides 2 GB. Dropbox Plus provides 2 TB for one person.
Dropbox’s advantage isn’t that everybody already gets it bundled with Windows, Gmail or an iPhone.
That’s almost the point.
It remains a relatively neutral place to synchronize and share files across platforms.
If you regularly exchange large folders with clients, family members, podcast guests or people living in different technology ecosystems, that neutrality can be valuable.
My take: Dropbox becomes more interesting when sharing and cross-platform workflows matter more than ecosystem bundling.
What About Privacy?
Convenience isn’t everybody’s first priority.
If you’re specifically looking for cloud storage designed around privacy, two services worth examining are Proton Drive and Sync.com.
Proton Drive offers a privacy-focused approach to cloud storage with end-to-end encrypted files and sharing. Sync.com also positions its service around private cloud storage and secure sharing.
This doesn’t automatically make either one the right choice for everyone.
Privacy-focused services can have different collaboration features, integrations and workflows from the huge Microsoft, Google and Apple ecosystems.
The question is what matters more to you.
Convenience? Collaboration? Ecosystem integration? Privacy?
There isn’t one universal winner.
What About Running My Own Cloud?
This is where things get more interesting for the home-server crowd.
You don’t necessarily have to put your files on somebody else’s infrastructure.
Software such as Nextcloud can provide file synchronization and sharing using a server you control. A NAS can fill a similar role, depending on the hardware and software you’re using.
There are real advantages:
- You control the storage.
- You choose the capacity.
- You aren’t paying a cloud company for every additional terabyte.
- You can build it into a larger home-server strategy.
There are also responsibilities.
You become the cloud provider.
Updates are your problem. Security is your problem. Hardware failures are your problem. Remote access is your problem. And, most importantly, backup is still your problem.
Running 20 TB of storage in your basement does not magically make it backup.
Cloud Storage Is Not Backup
This deserves its own section because it’s probably the most important point in this entire Guyde.
Synchronization is wonderful when you want the latest version of a file everywhere.
It’s less wonderful when the latest version of a file is the one you accidentally deleted, corrupted or overwrote.
Many cloud services provide deleted-file recovery, version history or other protection. Those are useful features.
I still don’t want my irreplaceable files depending on one system.
That’s where the 3-2-1 backup principle remains useful:
3 copies of your data
2 different types of storage
1 copy somewhere else
I’ve covered the idea before in my Taking Advantage of Free Cloud Storage for 3-2-1 Backup article, and while some of the individual services mentioned in that older article have changed, the underlying principle remains useful.
Cloud storage can be the off-site component.
It shouldn’t automatically be the entire strategy.
Where External Storage Still Makes Sense
Cloud storage hasn’t eliminated local storage.
In fact, I think the two work better together.
A large external hard drive is still a very inexpensive way to maintain another copy of a lot of data.
An external SSD costs more per terabyte but can make sense when speed, portability and resistance to physical bumps matter.
For larger collections, multiple computers or a household that wants centralized storage, a NAS device may become worth considering.
I wouldn’t buy any of these simply because you’re “supposed to have one.”
Buy them because they solve a specific part of your storage and recovery plan.
This is also one reason the Hard Drive Know IT Guyde is on my list. There’s a much bigger conversation to have about spinning hard drives, SSDs, NAS drives, capacity, reliability and what type of storage makes sense for different jobs.
How Much Cloud Storage Do I Actually Need?
Don’t start by shopping for a 2 TB plan.
Start by measuring.
| What you’re primarily storing | A reasonable place to start |
|---|---|
| Documents and a few shared files | Free tier or 50–100 GB |
| Documents plus moderate photos | 100–200 GB |
| Large photo library | 200 GB–2 TB |
| Photos plus substantial video | 1–2 TB or more |
| Multiple family members | Shared/family plan |
| Huge media/archive collection | Consider local/NAS + cloud backup strategy |
Those aren’t hard limits.
They’re prompts to think about what you’re actually storing.
Video changes the equation very quickly. So do RAW photos, disk images and large creative projects.
Before upgrading, look for old device backups, duplicate files, huge email attachments and videos you don’t actually need online.
Sometimes the cheapest storage upgrade is deleting 100 GB of junk.
My Cloud Storage Decision Tree
If I were helping someone make this decision today, I’d work through it in this order:
Already paying for Microsoft 365?
Start with OneDrive.
Deep in Google Photos, Gmail and Android?
Start with Google Drive/Google One.
Mostly Apple devices?
Start with iCloud+.
Need easy cross-platform file sharing?
Look closely at Dropbox.
Privacy is the priority?
Compare Proton Drive and Sync.com.
Want control and enjoy running infrastructure?
Look at Nextcloud or a NAS.
Trying to protect a PC against data loss?
Stop shopping for sync storage and design a backup strategy.
That last distinction is important.
Don’t Forget Account Security
Putting important files in the cloud changes the risk.
A failed hard drive is no longer your only concern. Your account credentials now matter too.
For any cloud service containing important data:
- Use a strong, unique password.
- Enable multifactor authentication.
- Protect your account-recovery methods.
- Review devices and sessions periodically.
- Be careful with public sharing links.
- Know how deleted-file and version recovery work before you need them.
And don’t let a cloud account become the only place where an irreplaceable file exists.
Should I Pay for More Storage or Clean Up First?
Before moving to the next paid tier, spend ten minutes looking at what’s consuming the space.
Google is a good example of why this matters: storage can be shared among Drive, Gmail and Photos, so buying more Drive capacity might really mean you’re paying to retain years of large email attachments or videos.
The same general idea applies elsewhere.
Ask:
What is actually using the space?
Then decide whether that data deserves permanent paid storage.
I’m not against buying more storage. I’m against paying every month because nobody ever cleaned the closet.
Cloud Storage Services We Lost Along the Way
One of the things I like about keeping a Guyde like this alive is that it also becomes a little technology time capsule.
When I maintained the original Cloud Storage Know IT Guyde, the market included dozens of services competing for our files. Some were acquired. Some changed direction. Some simply disappeared.
Here are a few I remember from that era and what happened to them.
| Service | What it was | What happened |
|---|---|---|
| Cubby | LogMeIn’s Dropbox-style file synchronization and cloud storage service. | LogMeIn retired Cubby as a standalone product in 2016 and moved its most-used file storage and sharing features into LogMeIn Pro. |
| Wuala | A privacy-oriented secure cloud storage service that eventually became part of LaCie and Seagate. | Wuala stopped accepting renewals in August 2015, became read-only in September and shut down completely on November 15, 2015. |
| Copy | Barracuda’s consumer cloud storage and synchronization service. | Barracuda discontinued Copy and CudaDrive on May 1, 2016. |
| Ubuntu One | Canonical’s cloud file storage and synchronization service for Ubuntu users and other platforms. | Canonical shut down the file-storage portion of Ubuntu One in 2014. The company said competing in the free-storage market would require more investment than it wanted to make and chose to focus resources elsewhere. |
| Pogoplug Cloud | A hosted cloud-storage service tied to Pogoplug’s personal-cloud hardware and remote-access products. | Pogoplug Cloud shut down on September 28, 2016. The company said the online-storage market had changed and cloud storage was no longer part of its long-term vision. |
| Amazon Drive | Amazon’s general-purpose cloud file-storage service, originally known as Amazon Cloud Drive. | Amazon ended Amazon Drive access after December 31, 2023 while continuing to support Amazon Photos for photo and video storage. |
I don’t include these because they were bad products. Some of them were quite good. I include them because they illustrate something important about storing data in somebody else’s cloud.
The service itself is part of your risk model.
Companies get acquired. Strategies change. Free plans disappear. Prices change. Products are retired. Even a perfectly reliable cloud provider today may not exist in the same form ten years from now.
That’s another reason I don’t want a cloud provider holding the only copy of something important.
Your backup strategy should survive the disappearance of the storage service itself.
Frequently Asked Questions
Is cloud storage the same as backup?
No. Cloud storage generally gives you somewhere to store, access and synchronize files. Backup is specifically designed to give you a recoverable copy when something goes wrong. A cloud storage service can be part of a backup strategy, but simply putting files into a synchronized folder doesn’t automatically create a complete backup strategy.
Which cloud storage service is best?
There isn’t one answer for everyone. Microsoft 365 users should probably start by looking at OneDrive, Google-centric users at Google Drive, Apple households at iCloud+, and people needing neutral cross-platform sharing at Dropbox. Privacy-focused users may prefer Proton Drive or Sync.com.
Is free cloud storage enough?
For documents and light file sharing, it may be. Photos and especially video can consume free storage very quickly.
Is OneDrive worth using if I already have Microsoft 365?
Yes, at least enough to evaluate it before buying another general-purpose storage subscription. Microsoft 365 Personal currently includes 1 TB of OneDrive storage.
How much free storage does Google give me?
A standard Google Account currently includes up to 15 GB shared across Google Drive, Gmail and Google Photos.
How much free iCloud storage do I get?
Apple currently provides 5 GB, with larger iCloud+ plans available.
Should I use a NAS instead of cloud storage?
Maybe—but they solve somewhat different problems. A NAS gives you local storage and control. Cloud services give you off-site infrastructure and convenient remote access. For important data, using local storage and an off-site copy together can be stronger than treating the decision as either/or.
Is an external hard drive still useful?
Absolutely. For large local backups, external hard drives remain useful because they provide a lot of capacity without an ongoing cloud subscription.
What happens if my cloud storage company shuts down?
Normally a provider will give customers time to retrieve their data, but there are no guarantees that every shutdown will be convenient. That’s another reason important files should exist in more than one place.
How often should I review my cloud storage setup?
I would review it at least once a year, and whenever your storage requirements or subscription costs change. I’ll review this Guyde more frequently because providers, plans and pricing change.
The Bottom Line
Cloud storage has become both easier and more complicated since I built the original version of this Guyde.
There are fewer reasons today to maintain a giant list of every company willing to give away a few gigabytes.
The better question is:
What job am I asking cloud storage to do?
If it’s convenience, start with the ecosystem you’re already using.
If it’s sharing, think about the people you’re sharing with.
If it’s privacy, look at providers designed around privacy.
If it’s control, consider running your own storage.
And if what you really want is protection from losing your files, build a backup strategy.
The cloud is useful.
It just shouldn’t be the only place where something important exists.
Last reviewed: September 2026.
