How Time Machine Backups Work When using iCloud

Summary

This video from MacMost.com explains the interaction between Time Machine backups and iCloud Drive's 'Optimize Mac Storage' feature. When 'Optimize Mac Storage' is turned off, all files are stored locally and on Apple's server, ensuring complete Time Machine backups. With it turned on, less frequently accessed files may be off-loaded, leading to incomplete backups for those files. However, the video argues that most users are still well-protected, as Time Machine backs up recently accessed and changed files, and iCloud Drive retains all files. It also covers recovery strategies for different scenarios, including catastrophes and accidental deletions.

Takeaways

• 📦 iCloud Drive has two modes: 'Optimize Mac Storage' Off or On, affecting how files are stored locally and on Apple's servers.
• 🔄 With 'Optimize Mac Storage' turned Off, all files in the Documents folder are stored both locally and on Apple's servers.
• 📁 When 'Optimize Mac Storage' is On, files not recently accessed may be off-loaded from the local drive but remain on Apple's servers.
• 💾 Time Machine backs up everything locally, including files in iCloud Drive, when 'Optimize Mac Storage' is Off.
• 🚫 Time Machine can only back up files that are fully present locally when 'Optimize Mac Storage' is On; off-loaded files without content cannot be backed up.
• 🆕 Creating new files with Time Machine and 'Optimize Mac Storage' On will back up the files as long as they are present on the Mac.
• 🔄 Time Machine only backs up files when there is a change; unmodified off-loaded files are not backed up repeatedly.
• 🔄 If a file is updated, it will be downloaded, become recently accessed, and subsequently backed up by Time Machine.
• 🗑️ Accidentally deleting a file that has not been accessed since starting Time Machine backup with 'Optimize Mac Storage' On may result in unrecoverable data loss.
• 🛑 In case of data loss, restoring from Time Machine and signing into iCloud can recover most files, but not those not accessed since the backup started.
• 💡 For important files not recently accessed, manually downloading them ensures they are present locally and can be backed up by Time Machine.

Q & A

What is the main topic of the video script?

The main topic of the video script is the interaction between Time Machine backups and iCloud Drive, particularly focusing on the 'Optimize Mac Storage' feature.

What are the two modes of iCloud Drive mentioned in the script?

The two modes of iCloud Drive mentioned are 'Off' and 'On' for the 'Optimize Mac Storage' feature in System Preferences.

What happens to files stored in iCloud Drive when 'Optimize Mac Storage' is turned Off?

When 'Optimize Mac Storage' is turned Off, 100% of the files in your Documents folder in iCloud Drive are stored both locally on your Mac and on Apple's server.

How does Time Machine handle backups when 'Optimize Mac Storage' is Off?

Time Machine backs up everything locally, including all files in your User Folder that are outside of iCloud Drive and all files within iCloud Drive, since they are all present on the local Mac.

What visual indication is there for files that have been off-loaded from the local Mac due to 'Optimize Mac Storage' being turned On?

Files that have been off-loaded appear to be present but are actually empty, and they have a Cloud icon with an arrow pointing down, indicating that the content is missing and needs to be downloaded.

Why would Time Machine not be able to back up certain files when 'Optimize Mac Storage' is turned On?

Time Machine cannot back up certain files when 'Optimize Mac Storage' is turned On because those files might have been off-loaded from the local Mac and only their empty envelopes remain, with the actual content missing.

What is the recommended action if you need a 100% local backup of all your files?

To ensure a 100% local backup, you should have a large enough local drive to hold all your data and turn Off the 'Optimize Mac Storage' feature.

How does Time Machine handle new files created with 'Optimize Mac Storage' turned On?

Time Machine backs up new files as they are created and present on the local Mac. Even if these files are off-loaded later, they are still backed up initially.

What is the importance of Time Machine's backup mechanism in relation to file changes?

Time Machine backs up files only when there is a change. It does not back up the same unmodified file repeatedly.

What is the potential risk of losing a file if Time Machine and 'Optimize Mac Storage' are used together?

The potential risk is that if a file is created, off-loaded, and then deleted before it is accessed again and backed up by Time Machine, it could be permanently lost.

How can you ensure that important files are backed up by Time Machine even when using 'Optimize Mac Storage'?

You can manually download important files to ensure they are present locally, or access them to trigger an on-demand download, making them available for Time Machine to back up.

What are the three main scenarios when you would need to use your Time Machine backup?

The three main scenarios are: a catastrophe where your Mac is lost or damaged, the need to revert to an old version of a file, and accidental deletion of a file.

How does the script suggest recovering files in the case of a catastrophe while using iCloud Drive and Time Machine?

In a catastrophe, you would restore local files with Time Machine and then sign into iCloud to access all files that were on iCloud Drive, including those not backed up by Time Machine.

What is the script's perspective on the necessity of having a large local drive to avoid using 'Optimize Mac Storage'?

The script suggests that while having a large local drive ensures a 100% backup, most users are covered most of the time with 'Optimize Mac Storage' turned On, and manual intervention can be used for critical files.