We all know that the best place to save files today, is not on the physical hard drive on your device, but instead online file storage (aka cloud storage).
You might be wondering why this is a ‘better’ option and even why (or is that if) you should be using it.
Let me share a few helpful tips / ideas / benefits with you:
Access
One of the major advantages of online file storage is the ability to access your files from anywhere with an internet connection. Whether you’re using a computer, smartphone, or tablet, you can easily open, work on and manage your files on the go.
This is particularly useful for remote work, collaboration, or accessing files while traveling.
Data Backup and Recovery
Saving file online provides a reliable backup solution.
By storing your files in the cloud, you protect them from potential data loss due to hardware failures, theft, natural disasters, or accidental deletion.
Cloud storage providers often have redundancy measures in place, ensuring that your data is stored across multiple servers, reducing the risk of data loss.
However, you should still have at least one copy of your important files in another location (even another online location) as a precaution.
Storage Capacity and Scalability
Cloud file storage can offer a vast amount of storage capacity, typically far more than most individual devices can provide.
It eliminates the need for physical storage devices such as external hard drives or USB flash drives, saving you from the hassle of managing and organising multiple items. And finding a safe place to keep them.
Additionally, cloud storage services often offer flexible plans, allowing you to scale up or down your storage as needed.
Most (if not all) storage platforms offer a free account with a limited amount of space. You then pay, monthly or yearly, for any additional space you want/need.
Collaboration and File Sharing
Working and collaboration is one of the biggest reasons for online file storage.
It makes collaboration among individuals or teams simple.
You can easily share files or folders with others, granting them access to view, edit, or comment on the files.
This streamlines teamwork and eliminates the need for sending large email attachments or physically transferring files via other options.
Synchronisation and Version Control
Many cloud storage services provide synchronisation capabilities, automatically updating files across multiple devices.
This means that you always have the latest version of a file, regardless of the device you’re using.
Additionally, some services offer version control features, allowing you to revert to previous versions of a file if needed. This includes the popular options of Google Drive and OneDrive.
Security and Data Protection
Cloud storage providers generally prioritise the security and protection of your data.
They employ various measures such as encryption, secure authentication, and data redundancy to safeguard your files.
Online storage reduces the risk of physical theft, loss or damage to storage devices, as your files are stored in secure data centres.
Cost-Effectiveness
Online file storage can offer cost-effective solutions compared to traditional storage methods.
Rather than investing in expensive hardware like hard-drives, you can subscribe to a cloud storage service for a relatively low monthly or annual fee.
This can be especially beneficial for businesses, as it removes the need for upfront investment in infrastructure (hardware) and ongoing maintenance costs. However, you do need, to factor in the ongoing cost for the storage, and the likely increase as you need more space.
Popular Online Storage Platforms
I know that I’ve mentioned it before (somewhere), but if you are new to this, here are quick overviews of the most popular online storage sites:
All of these options, offer an amount of free storage, which I’ve listed. As you can guess more space is available at an additional cost.
If you’re not sure what the size means, take a look at my post Do you know your Bits and Bytes?
Google Drive

One of the most popular options is Google Drive. It’s a highly reputable cloud storage platform that provides a seamless and efficient file management experience. Its intuitive interface, deep integration with other Google services, and extensive collaboration features make it a popular choice. With generous free storage and affordable upgrade options, Google Drive offers ample space for storing and sharing files. Its reliable synchronization capabilities and robust search functionality further enhance productivity. Whether for personal use or professional needs, Google Drive is a reliable and user-friendly solution for managing and accessing files from anywhere.
Key Points:
- Available through a web-browser, local installed program and mobile app
- Synchronise for online and offline access
- 15Gb free with a Google Account
- Accessible on Windows and Mac
Microsoft OneDrive

YouTube Video: Sharing Has Never Been Easier: Using OneDrive To Share Files (Where to find the Share options in OneDrive)
OneDrive, Microsoft’s cloud storage service, offers a reliable and versatile solution for file management and collaboration. With its seamless integration with Microsoft Office applications, OneDrive provides a convenient and familiar environment for users. The platform’s file synchronization capabilities ensure that files are up to date across devices, while its generous storage options accommodate various needs. OneDrive’s sharing and collaboration features allow for effortless teamwork and file sharing, making it an ideal choice for individuals and businesses alike. With its robust security measures and ease of use, OneDrive stands as a dependable and user-friendly cloud storage solution.
Key Points:
- Online storage for Windows PC
- Access through installed application, web-browser and mobile app
- Available for Windows and Mac
- 5GB with free Microsoft Account
iCloud

Apple’s cloud storage service iCloud, offers a seamless and integrated experience for Apple device users. With automatic backup and synchronization across devices, iCloud ensures that your files, photos, and data are always up to date and accessible. Its tight integration with Apple’s ecosystem, including apps like Pages, Keynote, and Numbers, enables effortless collaboration and sharing. iCloud’s emphasis on privacy and security, coupled with its intuitive interface, makes it a trusted and user-friendly choice for Apple users seeking a reliable cloud storage solution that seamlessly integrates with their devices and applications.
Key Points:
- Online storage for Mac
- Accessible through installed application, web-browser and mobile app
- Free 5GB storage
- Can be used, via web-browser on a Windows computer
DropBox

Dropbox is a top-notch cloud storage and file sharing service. It offers a user-friendly interface, seamless synchronization, and robust collaboration features. With easy accessibility across devices, strong data protection, and ample storage options, Dropbox is a reliable and versatile solution for individuals and businesses.
Key Points:
- Main access through web-browser, also has mobile and desktop apps
- 2Gb of free storage
- Online storage for computers
- Works with both Windows and Mac devices
Next Steps
With so many of us already having various accounts, the first thing to do is check what you already have.
If you haven’t used it in a while, try it out again.
Consider if, like me, you have accounts on different platforms, where is the best place to save and share files.
Or you can sign up for a free account with the different platforms to try them out.
It can be that you’re working files live on OneDrive. The productivity files that you want to share with clients are saved on Google Drive, and larger files, or ones you don’t access all the time are in Dropbox.
No one said that you should have a single option for everything – after all “don’t put all your eggs in one basket” is a very apt statement.
Other Posts about Computer Files
What do you need to know about computer files?
Do you really need file organisation?
What’s so great about online storage (current post)
Why sharing is better than attaching
Are you searching your files to save time?
Improve your results with these advanced search techniques
Related Product
Simplify, Share, and Search: A Comprehensive Approach to File Management
Struggling with digital clutter? “Simplify, Share, and Search” is your go-to guide to mastering file management, crafted especially for small business owners and solopreneurs tired of navigating digital chaos. This handy digital book will empower you to organize, share, and find your files with ease, transforming your workflow into a seamless, stress-free process. Inside, you’ll…
Recent Posts
- Windows 10 End of Support: What You Need to Know Before October 2025It’s time to address something crucial that will affect millions of computer users worldwide: Windows 10 end of support is happening on 14 October 2025. What End of Support Actually Means The date is set in stone. Come 14 October 2025, Microsoft will stop providing free software updates, technical assistance, and—most critically—security fixes for Windows… Read more: Windows 10 End of Support: What You Need to Know Before October 2025
- Slide Numbers in PowerPoint: A How To Step-by-Step GuideI often find that the simplest features can make the biggest difference in our daily work. If you’re familiar with Microsoft Word, you’ll know how useful page numbers can be. But did you know you can add similar slide numbering to your PowerPoint presentations? Today, I’ll show you exactly how to do add slide numbers,… Read more: Slide Numbers in PowerPoint: A How To Step-by-Step Guide
- How many of the Merge Shapes Options do you know?If you’re addicted to scrolling on YouTube (I get why it’s called doom scrolling. Way too easy to lose hours). There’s a pretty good chance that you may have seen some of the PowerPoint animation videos. So many of them include merge shapes. Most mention one of the options. Today, I’m diving deep into all… Read more: How many of the Merge Shapes Options do you know?
- How to Use PowerPoint’s Duplicate Command Like a ProToday, I want to share one of PowerPoint’s most valuable commands: Duplicate. This powerful feature can save you considerable time when creating presentations, especially compared to traditional copy and paste methods. You may already use it, but let me share everything for the PowerPoint duplicate option. What is the Duplicate Command? The Duplicate command creates… Read more: How to Use PowerPoint’s Duplicate Command Like a Pro
- PowerPoint Slide Layouts: Essential Tips for Better PresentationsSomething that I’ve noticed is that many people aren’t making the most of PowerPoint’s built-in features. One of the most underutilised yet powerful tools is PowerPoint slide layouts feature. In this guide, I’ll show you why using slide layouts can transform how you create your presentations,make your slides more professional and save you time. Understanding… Read more: PowerPoint Slide Layouts: Essential Tips for Better Presentations
online file storage, online storage for pc, online storage for computer
2 thoughts on “What’s so great about online file storage?”
Pingback: What do you need to know about computer files?
Pingback: Do you really need file organisation?
Comments are closed.