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UNDERSTANDING ICLOUD

What is iCloud ?

from: “Take Control of iCloud” by Joe Kissell

What is iCloud for ?

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iCloud is nothing more than an arbitrary label given to a collection of features, services, and settings, joined by a common thread of relying on communication over the Internet between your Apple devices (Macs, iOS devices, and Apple TV) and Apple’s servers in the cloud.

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1. iCloud lets Apple cut the cord - 2. iCloud helps your devices integrate with each other - 3. iCloud lets you replace (some) local storage with streaming - 4. iCloud facilitates sharing - 5. iCloud increases security and convenience (Find my Phone, Access to data from any computer with an internet connection - iCloud.com) - 6. iCloud works in the background

iCloud will work with OS 10.7.2 and above and iOS 5 and above. It will work with iPhone 3GS or later, 3rd generation iPod touch, iPad, and 2nd generation or later Apple TV (ver. 4.4 or later). Also needed is an Apple ID.

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Apple offers 5 GB for free and $.99 per month for 20 GB. More storage can be purchased.

Photo Stream, iTunes purchases and shared iCloud Photos do not count against storage.

Email and attachments, docs, iCloud Photo Library, stored photos, and App data count against storage when backed up. Backing up iOS devices through iCloud can be done without a computer.

System Requirements

iCloud Storage

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Sign up for iCloud on Mac

Tap iCloud icon in System Preferences Fill in Apple ID and Password, Sign In

When iCloud pane opens check items you wish to sync to iCloud4

Photo Sharing Photo Stream

Apps that store Data and documents

in iCloud5

Sign up for iCloud on your iOS Device

Select iCloud in Settings !

Fill in log-in with Apple ID and Password

!Turn items on that you wish

to Sync to iCloud An iCloud mail account is

available !

Location can be shared with family and friends

Device locations can be shared in Family Sharing

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Family SharingFamily Sharing is available on Yosemite and iOS 8. !Up to six family members can join. All family members can share Apple digital media, a photo album, calendar, reminders and location. !Enable Family Sharing via iCloud in Systems Preferences on the computer and iCloud in settings on the iOS device. !The family organizer sets up the account, payment arrangements and the credit card to be used for family purchases. !iOS sharing items can be located in the App and iTunes stores under the category “Purchases.” Members are listed in pull down menu. In Mac App Store click Purchases pop-up menu to share with family members. !“Ask to Buy” feature can be implemented especially for child members.

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Automatic Downloads and Re-downloading

Automatic Downloading is possible for apps from App Store and Mac App Store, as are books from iBooks Store. (Re-downloading is available for all of these and for movies and TV shows). Go to iTunes and iBooks preferences on Mac. Go to iTunes and App Store on iOS to enable Automatic Downloads.

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Re-downloadOn the Mac

Open iTunes, go to iTunes Store Select Purchased under pull down account menu

Select “Not in My Library” Click download icon

For iOS iTunes Open iTunes

Select Music, Movies or TV Shows

Select Purchased Select “Not in My Library”

Click download icon

For iOS Apps or iBooks Open App or iBooks Store

Select Purchased Select “Not on this iPad/Phone

Select download icon (in iBooks return to library to

select “Purchased”)

Music can be re-downloaded directly from music app 10

iTunes MatchiTunes Match allows all your music to be available on all your devices.

!In addition to all the music purchased from iTunes, Match scans the music library on your Mac to find songs not purchased from iTunes, matches them to the store’s selections and uploads them to iCloud.

iTunes Match can also upload tracks it can’t match.

Activate on Mac by opening iTunes and clicking on “Store” drop down menu to “Turn on iTunes Match.” The cost to subscribe is

$24.99 per year.

Activate on iOS in Settings>Music> iTunes Match. Toggle on.

Tap iTunes & App Store to turn “Use Cellular Data” off if you wish to download music only on wifi.

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iCloud Photo Options - Photo StreamCurrently photos are stored in iPhoto on your Mac and Photos on your iDevice. Photo Stream syncs some photos between these apps.

Under Photo Stream the following happens:

1. The Mac automatically uploads new photos to the iCloud 2. A screen shot or picture taken on iOS uploads to the iCloud through WiFi 3. Photos from one iOS device are pushed to all devices through WiFi 4. Photos taken on iOS are pushed to Mac 5. Photos from cameras must be manually connected to the Mac

Photo Stream Limitations

1. iCloud stores up to 1000 photos for 30 days 2. Photo Stream can’t contain videos 3. Photo stream is WiFi only on iOS devices 4. Uploads are not retroactive 5. My Stream albums retain photos even if removed from iCloud

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Photo Stream Activation

On iOS device tap Settings then tap either “Photos & Camera” or “iCloud”>”Photos” and turn on Photo Stream

On the Mac, select “Photos” in System Preferences>iCloud then in iPhoto or Aperture choose Preferences>iCloud and select options.

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iCloud Photo Options - Shared PhotosSet up Shared Photo Albums then invite others to subscribe. Albums (streams) can be shared with other iCloud members or on the Web.

Enable on iOS - Settings>iCloud>Photos Enable on Mac - System Preferences - iCloud>Photos>Options

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Share on iOS1. Select photo(s) to share in Photos app 2. Tap Share icon, select “iCloud Photo Sharing” 3. Create a new album or 4. Post to latest shared album (default) or 5. Tap Shared Album to see previous albums 6. Fill in data for recipients who will be invited by Email 7. Subscribers can also post or read-only can be set

Share on a Mac1. Select photo(s) to share in iPhoto 2. Tap Share icon, select “iCloud” 3. Select shared album or new photo stream 4. For existing shared album, click publish 5. For a new photo stream, click share

Optional comments can be added to shared albums 15

iCloud Photo Options - iCloud Library

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Documents & Data in the CloudIn OS X prior to Yosemite and in iOS 7 and earlier it is possible to sync documents through iCloud. This is referred to as “Documents in the Cloud.” If you have not upgraded to iCloud Drive it is still possible to use “Documents in the Cloud.”

In Docs in the Cloud, documents can only be accessed with the same app on each separate device. Apps must be designed to support documents in the cloud. Many third-party apps are not set up to do this. On the Mac only apps purchased from Mac App Store or are part of OS X will sync. For that reason several iOS apps can sync data to iCloud for storage but cannot be pushed to the Mac. Apple’s iWork suite can be moved to iCloud and be read on all iOS devices and the Mac. Most other apps cannot.

Syncing works best over WiFi but can also sync by cellular. In iOS go to Settings>iCloud>Documents & Data> and turn on Use Cellular Data.

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Using “Documents in the Cloud”In iOS activate through Settings>iCloud> Documents & Data. It is possible to prevent individual apps from syncing to iCloud by turning them off even when Documents & Data is turned on.

To activate on a Mac select Documents & Data in System Preferences> iCloud. Click on Options next to Documents & Data to select or deselect apps which sync. D&D apps give you a choice to store documents “On My Mac”or on iCloud. Folders are possible by dragging docs over each other. Files can be dragged into iCloud from finder window.

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In-App Data Syncing (Data without Documents)

An example of In-App syncing is 1Password. Passwords, credit card numbers, and other data can be synced by using copies of this app on

Mac and iOS device.

Other data such as Podcasts information, Apple Mail settings, etc. can be synced.

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iCloud DriveiCloud Drive provides centralized access to documents from all your apps on all your devices. It is a type of folder where docs from various apps can be entered from one place. On the Mac it is located in the Finder Sidebar. In iOS8 the Document picker can be found in most apps that support iCloud Drive. iCloud Drive can also be found on the web at icloud.com or The iCloud Drive Web App.

Requirements for iCloud Drive include Yosemite and iOS 8.

Warning: Once Yosemite has been installed “Docs in the Cloud “ will no longer work on the Mac. Once iCloud Drive is enabled returning to “Docs in the Cloud” is not possible. “Docs in the Cloud” will work with iOS 8 providing iCloud Drive is not enabled anywhere and the OS X is Mavericks or a previous version.

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When the iCloud Drive folder is opened on the Mac, iOS or the web it may look different on each device. The Mac will only display docs for those apps for which it has a companion app. In iOS there may be a different mix of doc folders. Although not necessary it is still best practice to place docs in their app-specific folders.

To activate iCloud Drive it is necessary to meet the Yosemite and the iOS 8 requirements. Turn on iCloud Drive in System Preferences> iCloud on the Mac and Settings>iCloud in iOS. iCloud Drive should be used to move docs to a central location for easy access and not to permanently back up copies.

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Syncing Mail, Contacts, and CalendarsiCloud Mail (previously me.com) is an i-map technology and syncs messages and mailboxes to all devices when enabled. When iCloud Drive or Docs & Data are enabled, Mail settings, signatures, flag names, previous recipients, and VIPs are synced. Rules and smart mailboxes are only synced to Macs.

Mail Drop in Yosemite allows for emailing large attachments. Recipients using Yosemite Mail will get file in the message, others will get link. Mail Drop is enabled by default for iCloud Mail and can be set up for other accounts in Mail>Preferences> Accounts> Account Name> Advanced.

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Contacts: Contact groups that work on the Mac do not work on iOS. Sometimes users will see duplicates in contacts and calendars. Try this website to troubleshoot this problem. <support.apple.com/en-us/TS4118>

Calendars: Other iCloud users can be invited to events in Calendars. When creating event enter name or Email address in the Invitees field. Event appears in their Calendar and on iCloud Web notification box. For invitees not using iCloud an Email is sent including accept and decline links.

To share a calendar on the Mac click the Share icon (dot with arced lines). A pop-up window will allow you to share the calendar privately (only iCloud users) or publicly (view only). Calendars can also be shared through Family Sharing.

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More iCloud ServicesiCloud syncs Browser Bookmarks, Tabs, and Reading Lists.

iCloud syncs Notes. iCloud syncs Keychain.

Reminders in iCloud: Turn reminders on or off in the iCloud settings on Mac or iOS. Reminders can be included in the Swipe Down Today feature on iOS through Notifications. !Reminders can be shared privately. Establish sharing on Mac or iCloud web by hovering over the list to be shared and clicking share icon. Enter name or Email address. There is no ability to establish sharing in Reminder app on iOS. Also, the Family Sharing Feature automatically allows sharing of reminders with Mac (Yosemite) and iOS 8. !

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Location Based Reminders: Set location for Reminder by clicking the information “i” in the pop-up window.

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iCloud on the Web

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Find My Device /FriendFind my device (iPhone, iPad, iTouch, or Mac Computer) can locate the item, play a sound, lock it, erase data, check battery, or activate Lost Mode (displays phone number and message - iOS only). Enable in System Preferences or Settings.

To locate device use web browser and sign into iCloud.com or use Find my “Device” app. This service works best on devices with cellular capability.

Find my Friends is an iOS app for locating a friend (or actually their iOS device) in an area near you (or actually your device). Friends must give you permission to locate them.

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Backup and Restore iOS DataThrough iCloud iOS devices can back up data. It is generally recommended to back up iOS data to iTunes and iCloud. If computers are not available or convenient it is crucial to back up to iCloud. If both options are available it may be reasonable to choose which data to back up to iCloud. (Choose more storage or limit what is backed up).

iCloud backs up photos and videos, photo albums created on iOS device, documents, settings for apps, account data, iOS settings, conversations in Messages, and ringtones.

Initial backup takes in all appropriate data. Future backups only collect changes. In Settings>iCloud>Storage>Manage Storage displays stats on all storage and storage for individual apps.

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Set backup through iTunes. Select device. Click Summary. Select iCloud. Select apply. On iOS set up through Settings>iCloud>Backup.

After initial backup future backups will automatically occur when iOS device is connected to power, has a WiFi connection and is locked.

It is recommended to manually backup iOS to iTunes often in addition to auto backup to iCloud and it should be done before updating or other major changes.

It may be necessary to restore data to iDevice due to failure or new device. In iTunes connect USB and in summary view click Restore Backup. Alternately in iOS tap Settings>General>Reset>Erase All Content. Follow prompts and tap Restore from iCloud Backup. Following restoration re-download apps, music, and photos.

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More iCloud ServicesiCloud is available on 3rd generation Apple TV

iMovie Theater is available in iCloud. Movies created in iOS or OS X can be moved to iCloud and streamed to other devices.

Change Settings in iCloud Web - i.e. picture, language, time zone.

Manage storage on Mac in iCloud>Manage and in iOS go to Settings>iCloud>Storage>Manage Storage

Manage Security by using a good Password and/or Two-step Verification. Disable syncing sensitive data.

Purchase “Take Control of iCloud (3.0)” by Joe Kissel from Take Control Books

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