Key Points
- Cloud storage services provide a way to save information in off-site locations.
- The main reasons to use a cloud storage service are security, cost savings, and convenient collaboration.
- Cloud storage services offer redundant servers to keep data safe in the event of hardware failure or outages.
- Using cloud storage can help businesses save money on hardware, electricity, and manpower.
- Cloud services allow for easy file sharing and collaboration, increasing productivity and saving time.
- Popular cloud storage services include Dropbox, Google Drive, OneDrive, Box, and Nextcloud.
Cloud storage services provide a way to save information in off-site locations. A third party is responsible for hosting and managing data saved within a cloud storage platform. Some of the largest public cloud storage providers include Google, Amazon, and Microsoft. These companies offer cost-effective, scalable cloud storage, allowing small businesses to focus on other important operations. People often refer to cloud storage as “the cloud.”
Why You Should Use a Cloud Storage Service
There are many reasons to use a cloud storage service. Whether you’re using one for business or personal use, the benefits of cloud storage include security, cost savings, and convenient collaboration. Today, we’ll look at these three main reasons to use a cloud storage service. We’ll also take a look at what cloud storage service is the best one you can choose.
Security
Keeping your files and documents secure is of the utmost importance, no matter what you’re using them for. If someone can access your documents, they may also have access to your personal or business information. Be sure to double-check your cloud services’ security. Most cloud storage services save data across redundant servers. A redundant server is basically a mirror image of a primary server. So if a data center experiences problems with any of its primary servers, the data will be managed by other servers, keeping it safe. Thousands of data servers comprise most cloud storage services, so your data will be protected in the event of hardware failure, outages, or other issues.
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Cost Savings
One way using cloud storage can help reduce operating costs for businesses is by removing the need for internal support and resources. Internal servers and hardware can be expensive to power, increasing electricity costs. Cloud storage doesn’t require separate equipment or a separate team to install it and keep it running. Businesses not only save money on hardware and electricity, but they also save money on manpower. Additionally, some cloud services offer discounts for long-term or lifetime subscriptions, further reducing your overall operational expenditures.
Convenient Collaboration
Another benefit of cloud services is easy file sharing and collaboration. Users can share documents directly through the service’s sharing tools or invite others to share via a link to specific files or folders. Multiple people can access and use a file simultaneously, allowing them to work together in real-time. Collaboration tools are also useful for geographically dispersed teams, as it helps to build a sense of community and keeps everyone updated on the shared work. Working together more effectively cuts down on lost time and increases productivity, which equals more money saved.
Cloud storage services also allow you to stay connected to friends and family. You can share photos from family events or make plans together in real-time.
The Best Cloud Storage Services
The best cloud storage services offer a simple interface, third-party app integrations, and plenty of storage. Here are our picks for the best cloud services today.
Dropbox
Dropbox pioneered simple yet elegant drag-and-drop cloud storage and file sharing. Launched in 2008 in Silicon Valley, Dropbox is a product of two MIT students. What began as user-friendly cloud storage has now evolved into a storage service with many extras. For example, subscribers can now get a document editor, a screenshot grabber, and a backup service.
Dropbox works well with third-party apps such as Slack and Adobe. They offer a free plan with 2GB of storage, but access to advanced features can be expensive for individual users.
| Pros | Cons |
|---|---|
| Dropbox integrates well with other applications. | Dropbox can be an expensive option if you need advanced features. |
| You’ll experience fast uploads. | |
| They have a free plan with 2GB of total storage. |
Google Drive
Since April 2012, people have been using Google Drive to create, store, share, and collaborate on information. With 15GB of free storage, Google Drive is an easy-to-use way to keep your data safe — from secret family recipes to company trade secrets. You can share with a link or an email, and security is easy with version control and file locking. Google Drive works well with third-party apps, such as Grammarly. Using Grammarly with your Google Drive ensures your documents are free from embarrassing spelling and grammatical issues.
Using Google Drive depends on an internet connection, however, you can still do some work offline. Saved documents in your Google Drive can be made available offline, but you have to enable offline mode while you are still connected.
| Pros | Cons |
|---|---|
| You get 15GB of free storage. | Some features are dependent on an internet connection. |
| Google Drive integrates well with other applications |
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OneDrive
Microsoft OneDrive (previously SkyDrive), was launched in 2007 to share and synchronize files on the cloud. Users can share files and collaborate in real-time with Word, Excel, and PowerPoint either online, using the mobile app, or on a desktop. Activity logs allow you to see the different actions people have taken on any file. For home use, individuals get 5GB of free storage. A paid subscription of $69.95 per year will get you 1TB.
You can share files outside of the Microsoft ecosystem by selecting the “anyone with the link option” in your link settings. Although you cannot lock specific files, the Personal Vault feature also allows you to protect your files using identity verification. Microsoft users will appreciate how easy it is to use, but the lack of third-party app integration may be a downside for some.
| Pros | Cons |
|---|---|
| You get 5GB of cloud storage at no cost. | There is a lack of third-party app integration. |
| Current Microsoft users will find OneDrive familiar and easy to use. |
Box
Box, launched in 2005, is another top cloud storage service. We like Box because it has a high number of third-party integrations, such as Google Workspace and Microsoft Office 365.
If you need to sign many documents, you’ll love Box Sign which allows you to e-sign documents within the platform. Signing documents inside of Box means there’s no need to download them into another program.
All paid versions have a 14-day free trial. Unfortunately, while there is a free version, most of the useful features aren’t available without a paid version. However, we like the 10GB of space you get with the free version.
| Pros | Cons |
|---|---|
| Box makes it easy to sign documents. | The free version lacks some of the most useful features. |
| The free version offers 10GB of space. |
Nextcloud
Nextcloud is an open-source cloud storage service launched in 2016. Being open source, users can host the platform using any domain and a web hosting plan. Hosting your own Nextcloud platform allows you to use the service without creating an account. Not creating another account can be a good thing, as not needing a personal profile means you won’t be handing over any personal data, such as payment information. In addition, you won’t find any restrictions on sharing with your colleagues, business, or personal contacts.
Also, users can integrate apps into Nextcloud that will let them view media and log activities. Unfortunately, you may need to know a little bit about hosting a web service to use Nextcloud efficiently.
| Pros | Cons |
|---|---|
| Nextcloud is open-sourced. | Non-technical users may find it hard to navigate. |
| Nextcloud is highly customizable. |
Using Cloud Storage Services
Storing files in the cloud is an easy way to back up your important files. You’ll have plenty of storage for your data when using cloud storage, so you can say goodbye to running out of space on your computer. You have the freedom to access and edit information stored in cloud-based services anywhere you have access to the internet. Overall, the best cloud storage services are a great way to save time and money, plus enjoy enhanced security and collaboration at an affordable price.
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