Switching cloud storage is mostly a matter of order: secure a local copy first, set the new account up properly, and only then close the old plan.
This guide is general information, not technical or legal advice. If you’ve lost money or personal information, contact your bank, IDCARE on 1800 595 160, or report it through ReportCyber at cyber.gov.au.
Quick summary
- Permanently full storage, syncing that stalls, and a pattern of breaches or unclear breach communication are the clearest signs a provider has stopped earning its fee.
- Download a complete local copy of your files before moving anything, and keep it until the new service has run without problems for a few weeks.
- Shared links from the old service stop working when the account closes, so rebuild them from the new service and give contacts a heads-up.
- After cancelling a plan, storage often drops to a free allowance, and some providers delete files or backups once limits are exceeded.
- Plan changes usually take effect at the end of the current billing period, so time your cancellation to avoid paying twice.
Cloud storage accounts tend to be kept out of habit: it works, so it keeps getting paid. But providers change prices, features and terms, and the plan that suited you a few years ago may not suit you now. This timeline covers the whole switch, from spotting the warning signs to closing the old plan, so nothing gets lost along the way.
Signs It Really Is Time to Switch
A single price rise is not a reason to move, but several signals together are. Storage that is permanently full, syncing that stalls or duplicates files, and apps that no longer connect properly all suggest the service has stopped earning its fee. Changes to the terms count too, especially around how long files are kept.
Security matters as well. Cyber security incidents made up 38 per cent of the data breaches reported to the Office of the Australian Information Commissioner between January and June 2024, with compromised credentials, ransomware and phishing among the common causes. A pattern of breaches at a provider, or slow and unclear communication afterwards, is a reason to look elsewhere. If you decide to stay and tighten things up instead, our guide to cloud storage explained covers syncing, backing up and sharing safely.
First, Check What You’re Storing and Who You Share With
Before moving anything, work out what lives in the account and what would hurt to lose. Sort files by size and date modified, then delete old screenshots, duplicates and finished projects rather than transferring them. A smaller pile makes every later step quicker.
List everything that connects to the account, because these are what break during a move:
- Shared folders and links, and who is still using them.
- Apps and devices that sync to it, including phone camera uploads.
- Family or team members on the same plan.
- Payments or subscriptions tied to the account.
It also helps to know the difference between what is synced and what is genuinely backed up. Files that exist only in the cloud, such as photos uploaded from a phone, need a second copy before you move. Our walkthrough of how to back up your photos and files covers exactly that.
Download Your Files Before You Move Anything
Download a complete copy of your files to a computer or external drive before changing anything else. Most services let you download whole folders in bulk, and some, such as Google, offer an export tool that gathers everything into one package. Check that folder structures and file names survived, then open a few files from different years to confirm they work.
For very large libraries, downloading and re-uploading can take days on a home connection. Cloud-to-cloud transfer services move files directly between providers without the stop on your computer, and some use checksums to confirm files arrive intact. They suit big, simple moves, but shared links and app connections still need rebuilding by hand, and you should keep the local download regardless.
Handy tip
Whatever method you use, keep a local copy until the new service has run without problems for a few weeks. It is the one copy nobody can lock, lose or bill you for.
Set Up the New Service the Right Way
Before files arrive, get the account itself in order. Use a long, unique passphrase and turn on multi-factor authentication, so a leaked password alone cannot get anyone in. A password manager keeps the unique passphrase part manageable across every account.
Then work through the privacy settings. Check who can see and recover files by default, whether deleted files have a retention window, and where the provider stores data. Australian organisations covered by the Privacy Act must take reasonable steps to secure personal information, and those that send it overseas stay accountable for how it is handled there. A provider’s own privacy documents should show what it commits to, so read them before uploading rather than after.
Move Your Files and Rebuild Shared Links
Move in stages rather than all at once. Start with a small folder, check it opens on every device you use, then continue with the rest. That way a problem shows up before you have committed everything.
Shared links stop working when the old account closes, so create new links from the new service and give people a short heads-up. Apps such as phone camera uploads or document scanners need their accounts pointed at the new service, and a first phone sync can chew through mobile data, so do it on Wi-Fi.
Close Out the Old Account and Plan Safely
Do not cancel until the new service has run for a few weeks and spot checks show files are intact. Then check what cancelling actually does to the data left behind, because providers differ:
| What happens | What it means for your files |
|---|---|
| Storage drops to a free allowance | iCloud falls back to 5 GB free, and you cannot sync new files or back up devices until you are under that limit |
| A grace period to reduce usage | After a Creative Cloud cancellation, storage drops to 2 GB and you have 30 days to get under it or risk losing files |
| Backups can eventually be deleted | Apple reserves the right to delete existing backups if a device has not backed up for 180 days |
Timing matters too. Plan changes generally take effect at the end of the current billing period, so you keep the time you have already paid for. If a trial or promotion was involved, our guide to free trials and subscriptions explains how to avoid being charged for a plan you meant to leave. Keep the cancellation confirmation, remove the old apps and saved logins, and check your bank statement on the usual payment date to make sure the charge has stopped.
Open your new service today, find a file you would hate to lose, and confirm it opens.
Your questions answered
Q: How long should I keep both accounts running?
A: A few weeks at minimum. Keep the old account open, and the local download, until spot checks on the new service all pass.
Q: Will my shared links keep working after I close the old account?
A: No. Old links stop working when the account closes, so create new links from the new service and send them to people before shutting down.
Q: What happens to my files if I cancel a paid storage plan?
A: It varies by provider. iCloud reverts to 5 GB free, Creative Cloud drops to 2 GB with 30 days to reduce usage, and Apple reserves the right to delete device backups that have not run for 180 days.
Q: Do I need special software to move files between providers?
A: No. You can download everything and re-upload it, though cloud-to-cloud transfer services can move files directly between providers without using your computer as the middle step.