HOW TO Optimize iCloud storage

1 Explore your usage

In System Preferences, click iCloud. You’ll see an overview of your account’s limit and current usage. Click Manage and you get a more detailed breakdown of what’s taking up space, so you can plan accordingly.

2 Switch your plan

The quickest way to deal with a lack of iCloud space is to upgrade your plan — click Buy More Storage to do so. This is also where you go to downgrade — prior to that, ensure your Mac has enough space for your data.

3 Prune app folders

Mac and iOS apps often save to iCloud Drive. Select iCloud Drive in Finder’s sidebar to view their dedicated folders there. If there are apps you no longer use, back up/archive those folders and remove them from iCloud Drive.

4 Delete old backups

On iOS, go to Settings > [your name] > iCloud > Manage Storage > Backups to see a list of iOS device backups taking up iCloud space. Some may be redundant — and big! If so, delete them: tap an item and then Delete Backup.

5 Refine iOS backups

Tap the current device’s backup to see its size and what data is being backed up. If there is data you don’t need in iCloud (such as in book/magazine apps), turn it off — especially if you can restore it from elsewhere.

6 Use local iOS storage

If you use an iOS app that stores a lot of data solely on one device, and you unfailingly back up that data elsewhere, consider turning off iCloud usage for that app in Settings > [your name] > iCloud. (Don’t risk data loss, however.)

7 Minimize Mac iCloud use

If you sync Desktop and Documents to iCloud, you can turn off that feature to save online space. Better: take care with what you put in those folders. Don’t dump huge files on the desktop. Ensure big files are stored locally.

8 Remove photos & videos

These media files take up a lot of space in iCloud — either in your iCloud Photos library or, if you don’t use that, in iOS device backups. Pruning them can save a ton of space, but you must ensure you copy them to your Mac first.