iPad for Business
Illustration by Neil Webb

Using iCloud


iPad for Business

with Christopher Breen

Video: Using iCloud

Here at lynda.com, I've done an entire course called Up and Running with iCloud. Choose the latter and you're asked for some information.

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Watch the Online Video Course iPad for Business
2h 15m Beginner Mar 11, 2014

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Stay productive on the go with an iPad that's configured to help you get work done—wherever you are. Christopher Breen, senior editor at Macworld, shows you how to configure and organize your iPad so it's useful for work and for play. He outlines how to connect to your email and company calendar, log into VPN to access servers at work, store passwords, and sync data between the iPad, your regular computer, and the cloud. Plus, learn how to edit Office documents with iPad-compatible apps, create and run presentations, and secure your iPad so that your data is protected and recoverable in the case of the unthinkable: your iPad is lost or stolen!

This course was created and produced by Chris Breen. We are honored to host this content in our library.

Topics include:
  • Typing and dictating on the iPad
  • Setting up an Exchange account
  • Organizing and syncing contacts, events, and email
  • Using iCloud, Google Drive, and Dropbox
  • Giving presentations with the iPad
  • Backing up your data
  • Locating and wiping a lost iPad
Christopher Breen

Using iCloud

Here at lynda.com, I've done an entire course called Up and Running with iCloud. Although it's based on iOS 6 rather than iOS 7, it's basic tenets still apply. ICloud is Apple's free service for synchronizing documents and data across devices associated with your Apple id. It's also a means for backing up the data on your iPad. If you need more details, specifically configuring your computer to use this service, check out that course. However, I can give you the basics here in regard to using iCloud with your iPad.

I've shown you the iCloud settings a couple of times. Now, let's take a step back and create an iCloud account, as you might when you first get your iPad. When you first fire up your iPad, you walk through the process of setting up the device. As you do, you have the opportunity to either create or enter an Apple ID. For the sake of argument, let's say your brand new iPad is sitting in front of you, and you'd like to see how creating the account works. Within the Apple ID screen, you have these two options. Either, you can sign in with an existing account or you can create a free Apple ID.

Choose the latter and you're asked for some information. Including your birthday, your first and last name, a current email address. Or you can choose to create a free iCloud email address. Create a password. Choose and answer some security questions. Add an optional rescue email account for things like resetting passwords. Agree to some terms and conditions, and if you don't agree, you don't get the account, so best just to do it. Choose whether or not to use iCloud. Choose to use or not use the Find My iPad feature, which I'll discuss in another movie.

Create a passcode for your iPad, and choose to set up iCloud Keychain, which is a scheme for sharing your passwords, personal information, and credit card information, between the devices tied to your Apple iD. If, when you first set up your iPad you chose to not create an Apple ID, and yes you can skip these steps if you like. And you want to do all of this later, all you have to do is tap on settings. Tap iCloud, and then you'll see a free Get an Apple iD link. You'll be walked through this same process. Now that you have the thing, tap on the iCloud setting, and you can see all of the things that you can sync.

They include mail, contacts, calendars, reminders, Safari, Notes, Key Chain, Photos, Documents, and Data, and then there's the Find My iPad option. We've already looked at a few of these things and most are obvious. When you create or edit particular kinds of documents on the iPad, those documents are synced via the cloud and are then available on the other devices you own. That are associated with your Apple ID. But a couple could use a little more explanation. Tap on Documents & Data, and you'll see any apps currently syncing data via iCloud.

To prevent that from happening, just flip the switch next to the app that you don't want to sync data with. Also if your iPad supports cellular data, you can choose to use it or not. And we'll move back a screen. And then tap on Storage and Backup. As Apple tells us, we have iCloud backup switched on. You can backup your camera roll, accounts, documents, and settings when the iPad is locked, plugged into power, and connected to a Wi-Fi network. However, you can override these settings simply by tapping the Backup Now button.

Note too, that not all apps offer the option to sync their files over iCloud. Apples' Pages, Numbers, Keynote, iMovie and GarageBand do, as do some third-party apps. But it's not universally supported by all apps. There are cases when you'll sync documents via different services, which I'll explain in other movies. Now, on this storage and backup screen, you see the total storage you have. By default, Apple gives you five gigabytes of storage for free. But you can purchase more by tapping on the Buy More Storage link.

Tap Manage Storage and you can see the devices that are using that storage as well as the kind of documents using up the storage. If you'd like to free up some of that storage, just tap on one of the devices and then tap on Delete Backup. Of course, if you need that data, don't tap that button. Or you can tap an app entry, let's say keynote for example. And then on the resulting screen, you can tap on edit. And then you can delete documents within that app. And if you like, you can tap delete all. I won't do either one of those things. Finally, let's look very quickly at how iCloud syncs a document.

So go back to the home screen. Go into the iWork folder and I'll launch the Pages app. Here on the document screen you see a couple of documents that have a downward pointing arrow in the top, right corner. These arrows indicate that the documents are stored in the cloud and are available to me. To load one onto my iPad all I have to do is tap on the document. And it downloads to the device. I can then work on it at my leisure. As I do the changes I make are saved and sent back up into the cloud. If I were to then open pages on my Macintosh or access pages from the iCloud.com website.

I'd see the document complete with all my latest changes. I could then work on it on that device and those changes would be available to my other devices, including this iPad. Likewise, when I tap on Create Document. I choose some kind of template. I enter some text. Those changes are automatically sent to iCloud. There's no need for me to save the files. As a matter of fact, there is no save command. It just happens. And that's the basics of setting up and using iCloud on your iPad.

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