How to set up and manage a secure cloud backup for your mobile device photos and business documents

Summary

This guide helps you troubleshoot and resolve: How to set up and manage a secure cloud backup for your mobile device photos and business documents. Follow the steps below to fix the issue.

Common Causes

Ensuring your mobile device is backed up is critical for small business owners and home office users. Whether it is a client photo taken on-site or a scanned contract, relying solely on your phone's internal storage puts your business at risk of permanent data loss if the device is stolen, damaged, or malfunctions.

Choosing Your Cloud Provider

Depending on your organisation's ecosystem, we recommend one of the following primary providers for seamless integration:

• Microsoft OneDrive: Ideal for businesses already using Microsoft 365.
• Google Drive/Google Photos: Best for Android users and those using Google Workspace.
• iCloud: The native choice for Apple iPhone and iPad users.

Detailed Instructions

Setting up Microsoft OneDrive (Recommended for M365 Users)

1. Download and open the OneDrive app from the App Store or Google Play Store.
2. Sign in using your business email address and password.
3. Tap on Me (bottom right) and select Settings.
4. Select Camera Upload.
5. Toggle the switch to On.
6. Under Upload Settings, choose Wi-Fi only to avoid using your mobile data plan.
7. To back up documents, move your files into the OneDrive folder using your device's native file manager app.

Setting up Google Drive & Photos (Android/Workspace)

1. Open the Google Photos app.
2. Tap your Profile Icon in the top right corner.
3. Select Photos settings > Backup.
4. Toggle Backup to On.
5. Tap Back up device folders to select specific folders (e.g., WhatsApp Images or Downloads) that you wish to sync.
6. For documents, open the Google Drive app, tap the + (New) button, and select Upload to manually save critical business files.

Setting up iCloud (iOS/Apple)

1. Open the Settings app on your iPhone.
2. Tap your Name/Apple ID at the top of the screen.
3. Select iCloud.
4. Under Apps Using iCloud, tap Show All.
5. Ensure Photos is toggled On.
6. Select iCloud Photos to ensure your library is synchronised across all Apple devices.
7. To manage documents, ensure iCloud Drive is enabled and move files into the Files app.

Managing Your Backups

Verifying the Backup

To ensure your data is actually reaching the cloud, we recommend performing a "sanity check" once a month:

• Log in to the web version of your provider (e.g., onedrive.live.com or photos.google.com) via a desktop browser.
• Check the Recent folder to confirm that photos taken on your mobile today are visible on your computer.

Managing Storage Quotas

1. Periodically review your storage usage in the Storage or Account section of your app.
2. Delete duplicate photos or large, unnecessary video files.
3. Empty the Trash/Bin folder to permanently reclaim space.

Troubleshooting

Backup is Stuck or "Waiting for Wi-Fi"

• Check if Low Power Mode or Battery Saver is enabled; these modes often pause background syncing to save energy.
• Ensure you are connected to a stable Wi-Fi network. If you must use mobile data, go to the app settings and disable Upload on Wi-Fi only.
• Restart the app by swiping it closed from your app switcher and reopening it.

Files are Not Syncing

• Verify that you are signed into the correct business account and not a personal @gmail.com or @outlook.com account.
• Check your available storage quota. If you are at 99% capacity, the sync will fail.
• Ensure the app has Background App Refresh permissions enabled in your device settings.

If you are unable to resolve a sync error or require assistance migrating your data to a corporate account, please Open a Ticket.

Still Having Issues?