D5 | Clouds

Here you can find out what clouds actually are and which providers are available. You’ll also learn how to use clouds.

• 1. What is a Cloud?

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• 2. What is important when using clouds?

  Before deciding on a cloud service, the following security aspects should be considered:

  No cloud is 100% secure

  Don’t store files with highly sensitive information like credit card numbers or password lists in the cloud. The same applies to personal data such as address, telephone numbers or e-mail addresses of yourself and of colleagues, customers or business partners.

  

  Choose a strong password

  For online access to the cloud, you should choose a strong password and, if available, also use two-factor authentication.

  

  Have a look at the privacy policy

  Also, check if the cloud company respects your right to privacy. To do this, check the privacy policy on the cloud company’s website.

  

  Check the cloud provider

  Do some research online for more information. You might even find reports or news about frequent security incidents with this cloud provider.

  

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• 3. What cloud services are there?

  There are a lot of cloud services on the market. The best known services come from the USA, for example Dropbox or Microsoft OneDrive. With the US services, it is not always clear where the servers are located – whether in the USA or in Europe, for example. This is important for data protection reasons, because the comparatively strict EU data protection guidelines only apply if the servers are located within the EU.

  Alternatively, there are also cloud providers from Germany:

  • Hidrive from Strato (access also via the company 1&1)
  • MagentaCLOUD and Open Telekom Cloud
  • Email providers GMX and de
  • Drive by the company mailbox.org
  • ownCloud from same-named company is another secure alternative

  These providers also offer business solutions.

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• 4. How do I get my data into the cloud?

  

  You have an idea of which files you want to put in the cloud and which you don’t? And you have chosen a secure provider? Then let’s get started:

  1. Register

  First, go to the cloud provider’s website and click on “Register”. Enter all the necessary data that the provider requires. This includes a username (usually your email address), a password, and if you chose a fee-based offer, your bank account or credit card information.

  2. Confirm registration

  The provider will then send you a confirmation of registration by e-mail for your protection. Check your email inbox and click on the confirmation link in the corresponding email.

  3. Log in

  You can log in to your account with your email address and password under “Login” and get access to your still empty cloud.

  4. Set up cloud folders

  You can also access your cloud files directly and without a detour via the provider’s website. To do this, you have to download and install the program from your provider. The installation will create a folder on your computer. You can choose where you want the folder to be. Files that you copy in here are then automatically uploaded to the cloud provider’s server.

  

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• 5. How do I get my data out of the cloud?

  Maybe you want to change cloud providers or have other reasons to remove your files from the cloud. You can do this in two ways:

  Directly in your cloud folder

  If you’re using a cloud program and you’ve created a cloud folder, you can simply move the file from the cloud folder to another folder. For example, create a different folder on your desktop and drag the file from the cloud folder to the new folder with the mouse. Or you can simply delete the file in the cloud folder.

  On your cloud provider's website

  Go to the cloud provider’s website and log in. Then, go to your file’s folder. Here you can choose the options for the file, often shown as three dots next to the file. Now you can download the file if you want to keep it on your hard drive. If not, you can select “Delete” here.

  

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• 6. How does the cloud work on smartphones and tablets?

  Would you like to upload work documents to the cloud with your tablet on the go to share them with colleagues? Or do you want to access files in the office that you have uploaded to the cloud at home on your PC? No problem:

  

  1. To do this, download your cloud provider’s app from the Apple App Store or Google Play Store.

  

  2. The app installs automatically on your smartphone or tablet. Open it and log in to your user account.

  

  3. The app gives you access to your files in the cloud.

  

  4. If you want to back up your photos and videos to the cloud, you’ll need to allow the cloud app to access them. If you give the app access, your new recordings will now be uploaded to the cloud. This can be done either in the background or only at your request via the app.

  iCloud and Google Drive

  On Apple iPhones, the cloud is called “iCloud”. You will find it in the settings. Android users automatically have an account with the cloud service “Google Drive”.

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• 7. How do I collaborate with others in the cloud?

  You can save a lot of time when you work in the cloud. For example, you don’t have to send emails with large attachments, and everyone has access to documents. After you’ve selected a cloud provider  and uploaded your files to the cloud, you’re ready to start working on documents together.

  1. Go to the folder in the cloud where the document you want to edit is stored.
  2. Right-click on the document to open the menu. There you will also find the “Share” function.
  3. Click on this feature and share the link to the document with someone you want to work on it with you. You can send the link by e-mail, for example.
  4. Open the document, work on it, and save your changes. Your colleague can do this at the same time as you – you will then see their name in the document.

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