Manage iCloud Space Like a Pro
iCloud storage should feel infinite. Instead, Apple keeps sending you "Storage Almost Full" notifications. Here’s how to reclaim hours of your life and dozens of gigabytes by actually understanding where your iCloud space went.
Where iCloud Space Really Goes
| Category | Typical Usage | Fix |
|---|---|---|
| Photos & Videos | 70–90% | Compress, archive, offload |
| Messages | 5–20% | Delete old attachments |
| Backups | 5–15% | Remove old devices, avoid duplicate backups |
| iCloud Drive | 5–10% | Clear downloads, temp exports |
Lower categories first. iCloud Photos is the whale.
The Three-Phase Cleanup
Phase 1 – iCloud Photos (Biggest Gain)
Open Photos on Mac or iCloud.com
Sort by size → export/compress anything over 500 MB
Archive to SSD/NAS
Delete exported copies from Photos
Empty Recently Deleted (iCloud will not free space until you do)
Wait 24 hours for iCloud usage to update
Phase 2 – Messages + Backups
Settings → Apple ID → iCloud → Manage Account Storage
Tap Messages → Large Attachments → delete videos/GIFs
Tap Backups → delete any device you no longer own
For current device: disable app backups for apps with their own cloud (TikTok, YouTube, etc.)
Phase 3 – iCloud Drive & Misc
Open Files app → iCloud Drive → sort by size
Remove old exports, Final Cut render caches, ZIPs
Check Shortcuts folder (automations leave temp files)
Review Voice Memos, GarageBand projects
Empty Recently Deleted folders inside Files and Notes
Build an Ongoing System
Weekly
- • Compress new videos before they upload
- • Tag processed videos "Archived" in Photos
- • Delete screen recordings you already shared
- • Move finished documents off iCloud Drive
Monthly
- • Export Live Photos as still frames, delete video versions
- • Revoke access for shared albums you no longer need
- • Download Messages attachments older than 1 year, then delete
- • Confirm iCloud backup size is under 2 GB
Optimize Device Settings
- Photos: Enable Optimize Storage on every device.
- Messages: Set "Keep Messages" to 1 Year. It auto-clears old attachments.
- Notes: Turn off "On My iPhone" accounts to keep everything in iCloud for easier cleaning.
- Files App: Use Tags to mark files by destination (Archive, Share, Temporary).
Family Sharing
If you need more storage temporarily, join a family member’s 200 GB or 2 TB plan. Costs stay the same, everyone benefits.
Advanced Tips
- Smart Albums: On Mac Photos, create a smart album "Video > 1 GB"—compress/delete monthly.
- Shortcuts Automation: Automatically move files dropped into "iCloud Drive/To Archive" to an external drive when connected.
- NAS Sync: Use Synology Drive to mirror "Important Albums" locally and then remove them from iCloud without losing access.
When to Pay for iCloud
Stay Free Tier
- •Compress videos weekly
- •Archive monthly
- •Only current device backup
$2.99 Plan
- •Needed if multiple devices share Photos
- •Good for families
- •Cancel once archives catch up
If you consistently need more than 200 GB even after compression/archiving, consider a hybrid approach: keep 200 GB plan for convenience, but store long-term footage on SSD/NAS.
Quick Reference Checklist
Every Month
- Compress videos before they upload
- Empty Recently Deleted in Photos and Files
- Delete old device backups
- Auto-delete iMessage attachments older than 1 year
- Export Live Photos that are actually still images
- Archive big projects to external storage
- Confirm iCloud usage in Settings matches expectations
Managing iCloud space is simple when you treat it like a sync layer, not a bottomless vault. Compress aggressively, archive intentionally, and you can enjoy all the benefits of iCloud without the recurring storage tax.