iCloud for businesses – Answering the whats and whys

Alie Ashryver

Mar 10, 2023

14 min read

Hello! Back for a treat, or are you new here? Either way, you’re here, and that’s all that matters! So, if you’ve seen the title and know what this is about, sure, we could dive right in. But that’s not how we roll. Hang on while I set the stage for our musings today.

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Imagine you wake up early on a Monday morning, ready to tackle the week ahead. As you sip your coffee and check your emails, you sit up and realize you have an important presentation due later that day. You quickly gather your files, only to realize that some of them are on your work computer, while others are on your company-assigned smartphone. For many of us, this scenario is all too common. We live in a world where we use multiple devices, work from different locations, and collaborate with team members all over the globe. It’s a world that demands flexibility, mobility, and constant connectivity. So, what do we do? Is there a solution to all these problems? Chillax people, grab a cup of coffee and sit back as we work our way through how iCloud can be an answer to all these questions.

Is iCloud a big white cloud in the sky?

All questions are valid, and so is this one. Well, the answer to this one is both yes and no. Confusing, yes? Don’t worry, let’s clear up the clogs. Imagine a giant invisible cloud in the sky where you can store all your digital stuff – pictures, videos, music, documents, and even apps. That’s exactly what iCloud is! iCloud is like a magical cloud storage service that lets you save important files and information online, so you can access them from anywhere with an internet connection. You can save files on your computer or phone and then access them on another device, like an iPad or Mac, without physically transferring them.

So, iCloud is just about storing files, and that’s it?

Nope! iCloud isn’t just about storing files. It also helps keep all your devices in sync. For example, if you take a picture on your iPhone, it will automatically show up on your iPad or Mac, thanks to iCloud. This makes it easy to access your files and information on any device, no matter where you are. iCloud also offers features like automatic backups, so your important data is always safe and secure. And if you lose your device, you can use iCloud to find it or remotely wipe it clean to protect your data. Not to forget, there is the iCloud keychain!

What is iCloud keychain and how does it work?

Technically, what really happens is that when you create a new account or enter a password on one of your Apple devices, the iCloud keychain securely saves that information and syncs it across all your other devices. So, you only need to remember one master password for the iCloud keychain, and you can use it to access all of your saved passwords and personal information on any device. But what if somebody gets their hands on the master password? Don’t worry, all your saved passwords and personal information are encrypted with an industry-standard encryption algorithm, AES-256 encryption. And so, even if someone were to gain unauthorized access to your iCloud keychain, they would not be able to read or decipher your sensitive data.

So, to put it in a nutshell, iCloud is a cloud storage service that makes it easy to store, access, and sync your data across all your devices. It’s like having your own personal magic cloud that keeps all your important stuff safe and accessible wherever you go!

Now, why iCloud for business enterprises?

Because why not! I know it sounds cheeky, but bear with me. So, imagine a busy office with multiple employees working on different tasks, using various devices like iPhones, iPads, MacBooks, and desktop computers. Each device would have files, documents, presentations, and emails that the team members would need to access, edit and share with each other.

Before iCloud, this would have been a logistical nightmare, with employees constantly emailing or transferring files via USB drives or external hard drives. But with iCloud, everything can be seamlessly synced and shared in the cloud, making collaboration and communication considerably easier. For example, an employee can create a presentation on their MacBook and save it to iCloud. Then, when they arrive at a meeting, they can access the same presentation on their iPhone or iPad and present it to clients or colleagues. Or, if an employee is working remotely, they can access all their files from iCloud and work just as efficiently as if they were in the office.

And then, of course, the most important feature is secure backup! Yup, iCloud provides a secure back up for essential business data. In case of hardware failure or loss, files and documents can be retrieved from the cloud, preventing any and all costly data loss or downtime.

So, the real question is, why not iCloud for business enterprises?

So, do we just use our personal Apple IDs for work?

Nope! You know how people say, “Keep your personal and professional life separate.” Well, it’s the same thing. For obvious reasons, you can’t use your personal Apple IDs for work. What are the obvious reasons, you ask? The same old, privacy, security, and compliance, not to mention the low space due to private stuff filling up your iCloud and whatnot! So, what’s the alternative? Simple! Managed Apple IDs. Hang on, let’s break it down.

Managed Apple IDs and iCloud work together to provide a secure and efficient solution for businesses and organizations. Managed Apple IDs are user accounts that are created and managed by an organization or IT department and can be used to access various Apple services and features, including iCloud. With managed Apple IDs, organizations can maintain control over user accounts and ensure that they are being used appropriately.

Strengthening the case in favor of iCloud for business enterprises…

Are there some lingering doubts, still? Don’t worry, it’s only natural. We’ll fix these doubts. The usecases that pinpoint the different advantages of iCloud should do the trick. Chance a glance…

Collaborative brainstorming:

Imagine a team of creative peeps who need to brainstorm ideas for a new project. They can use a shared iCloud folder to upload and share inspiration, sketches, and notes. As each member adds their own ideas, others can see them in real-time, allowing for seamless collaboration and ideation.

Mobile workstations:

Let’s say a team of salespeople is constantly on the go, traveling to different cities and countries for business meetings. They can use iCloud to access all their important files and documents on their iPhones and iPads, without lugging around heavy laptops or external hard drives.

Remote work:

With more and more people working from home, iCloud can help remote workers stay connected to their teams and stay on top of their work. All files can be uploaded to iCloud and accessed from any device, making it easy for remote workers to stay productive and collaborate with others.

Data backup:

In any office, data loss can be a serious problem. But with iCloud, important files and documents can be automatically backed up to the cloud, protecting them in case of hardware failure or accidental deletion. With advanced security features such as two-factor authentication and end-to-end encryption, sensitive data is safe and sound, no matter where it’s accessed from.

Client communication:

For businesses that work with clients, iCloud can provide a streamlined way to share files and updates. For example, a marketing agency could use iCloud to share campaign updates and reports with their clients, keeping them in the loop and maintaining transparency.

So you see, iCloud is a versatile tool that can be used across a whole spectrum of office settings to improve collaboration, productivity, and data security.

Storytime: iCloud for business – understanding the need….

Imagine a marketing team in a medium-sized company working on a new campaign for a major product launch. The team is spread out across different departments and uses a variety of devices, including laptops, desktops, and mobile phones. Before incorporating iCloud, the team would save and share files via email or on external hard drives, which led to a bucket-load of problems. For instance:

  • Version control issues: As team members worked on the campaign, they would save new versions of files and email them to each other. This led to version control issues and confusion about which version of a file was the most up-to-date.
  • Difficulty sharing files: With multiple team members working on the same project, sharing files and keeping everyone in the loop became difficult. If someone forgot to send an email with an urgent file attachment, it could hold up the whole project.
  • Data loss risks: If a team member’s device crashed or was lost, they could lose all their files and work. This could set the project back significantly and cause the team to miss their deadline.
  • Inefficient communication: With team members using different devices and communication methods, staying on the same page became difficult. This led to inefficient communication and confusion about project goals and objectives.

Well, its quite the mess here!

But wait…

Now imagine the situation where the team has incorporated iCloud into its workflow. The team would be able to overcome all these challenges.

  • Version control: With all files saved to the cloud, everyone had access to the most up-to-date version of the files, eliminating version control issues.
  • Seamless file sharing: Team members could share files instantly via the cloud, making it easy to collaborate and work together.
  • Data backup: With all files stored in the cloud, the team no longer had to worry about data loss. If a team member’s device crashed, they could easily access their files from another device.
  • Efficient communication: The team could use iCloud to communicate via shared files, comments, and messages, which helped streamline communication and improve efficiency.

So you see, how incorporating iCloud into their workflow helped the marketing team overcome most of the challenges, making it easier for them to collaborate, communicate, and meet their project goals. Without iCloud, the office situation would have been a mess, with team members struggling to work together and complete their projects on time.

Convincing the hard of heart…

Ooookayyy….so if you are still on the fence about incorporating iCloud into your organization’s workflow, don’t fret! iCloud sure does improve the general efficiency of the workforce, but don’t take my word for it. Here’re some advantages that’ll solidify the case in favor of iCloud:

Increased productivity:

By allowing team members to easily access and share files, iCloud streamlines communication and collaboration, leading to increased productivity. For example, if a team is working on a project and needs to share multiple versions of a file, they can easily upload it to iCloud, and all members can access the most up-to-date version without having to email or message back and forth.

Cost savings:

Say goodbye to the hassle and expense of physical storage devices! With iCloud, businesses can save money on expensive external hard drives or USB drives by storing all their files in the cloud. No more worrying about running out of physical storage space or losing a device that contains important data. By moving to the cloud, businesses can access and share their files anytime, anywhere, without any bulky hardware. This not only saves money but also provides the added benefit of freeing up physical space in the office. So, let iCloud handle the storage, while businesses can focus on what they do best!


And then we’ve already seen the use cases for improved mobility, enhanced collaboration, and data security and backup.

  • The freedom to access your work files and documents from anywhere, at any time. Work on a project at the office, then pick up right where they left off on their commute home using their iPad or other devices.
  • iCloud allows multiple users to work on the same file or document simultaneously, which can be especially helpful for teams collaborating on a project.
  • Data backup and security have never been more stress-free than with iCloud! All data is automatically backed up to the cloud, providing peace of mind in case of hardware failure or accidental deletion.

There you have it, all the advantages clubbed together to swing your decisions in favor of iCloud!

What does iCloud offer for business enterprises?

There are many services that business enterprises use that sync with iCloud. Take, for example, iCloud Drive lets you store and access digital files and assets from anywhere. The Mail app allows for easy setup of iCloud email addresses and also works with other email providers. Safari lets you sync bookmarks and share tabs across devices, which is especially helpful for researchers. iCloud Keychain is a highly secure password manager that allows for easy use of complex passcodes across services and devices. Find My combines Find My Friends and Find My Phone to help locate lost equipment, including Macs. The Contacts, Calendars, and Reminders apps integrate with Siri and are useful for managing daily tasks. The Notes app allows for collaboration and document scanning, making it a versatile tool for brainstorming.

So, about managing iCloud for a business setting…

That is a valid concern, as far as concerns go. All business enterprises are adopting Unified Endpoint Management (UEM) solutions for their organizations. So, obviously, UEM solutions must make provisions to secure the iCloud accounts. UEM solutions like Hexnode provide advanced security features that can help businesses secure their iCloud accounts. Here are a few ways in which Hexnode can enhance the security of iCloud in a business enterprise setting:

  • Device Management: With Hexnode, businesses can manage all their employee devices from a single console. This includes managing the security settings of each device, such as enforcing passcodes, enabling device encryption, and remote wiping devices in case of loss or theft.
  • App Management: Hexnode provides for applying policies that allow businesses to enforce and block apps on employee devices, including apps that access iCloud data. This helps prevent unauthorized apps from accessing or modifying iCloud data.
  • Secure File Sharing: Hexnode provides secure file-sharing options, including the ability to restrict file-sharing permissions to prevent unauthorized sharing. This helps to protect sensitive data stored in iCloud.
  • Advanced Encryption: Hexnode supports various encryption options, including Advanced Encryption Standard (AES) and Transport Layer Security (TLS), which can be used to secure iCloud data in transit and at rest.

Switching to Hexnode: The Dos and the Don’ts

By incorporating Hexnode into their security strategy, businesses can ensure that their iCloud accounts are secure and protected from potential security threats. With advanced security features like device management, app management, secure file sharing, advanced encryption, and compliance management, Hexnode provides an all-in-one solution for businesses looking to enhance their security stance.

Calling it a day…

So, we’ve seen how iCloud is more than just a cloud storage service. It’s a powerful tool that can help businesses of all sizes streamline their workflow, boost productivity, and improve collaboration. By allowing team members to access and share files from any device with an internet connection, iCloud makes it easy to stay connected and get work done.

At the end of the day iCloud streamlines communication, improves productivity, and provides a reliable backup system for business enterprises. It allows employees to work efficiently and effectively, without the hassle of manually transferring files or worrying about data loss. In today’s fast-paced and interconnected business world, iCloud has become an essential tool for enterprises of all sizes. Hurry up and make sure your enterprise is not left behind by not using the benefits of iCloud. Oh, and while you are at it, don’t forget to secure your organization with a robust UEM like Hexnode!

Enough musings for today……Bye-bye!

Alie Ashryver

Product Evangelist @ Hexnode. Gimme a pen and paper and I'll clear up the cloud of thoughts in ma head...

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