Whitepaper

iCloud Photos are not a backup: here is how to actually set that up

admin · July 23, 2026 · 4 minuten lezen

WhitepaperiCloud Photos are not a backup: here is how to actually set that up

We regularly get the same message from clients: they have lost photos and cannot understand how, because “weren’t those in iCloud?” The answer is almost always the same: iCloud Photos is a syncing service, not a backup. If you do not know that difference, you are running a risk that only becomes visible once it is already too late. Below we explain what iCloud does and does not protect, where it goes wrong, and how to actually set up a proper backup.

Sync and backup are not the same thing

iCloud Photos keeps your photo library up to date across all your devices. Make a change on your iPhone, and you immediately see it on your Mac and iPad too. That is exactly the problem: a syncing service does not just copy additions, it also copies deletions. Delete a photo on one device, and it disappears everywhere you use iCloud Photos.

Note: you can still recover an accidentally deleted photo for 30 days in the Recently Deleted album. After that it is permanently gone, and no backup of it is available anywhere, not even through Apple itself.

What iCloud Backup does and does not do

Many people assume “iCloud Backup” and “iCloud Photos” are the same thing. According to Apple’s own documentation, they are not. The iCloud Backup of your iPhone or iPad contains all the information that does not already sync automatically, such as settings, Home Screen layout, and app data. Once iCloud Photos is turned on, your photos and videos sync separately, so they are no longer included in that daily backup.

📱 iCloud Backup on, iCloud Photos off

Your camera roll is then included in your device’s iCloud Backup.

☁️ iCloud Photos on

Photos and videos sync separately to iCloud and are not additionally stored in the iCloud Backup.

In other words, if you use iCloud Photos, which most people do, there is no separate copy of your library. There is only one version, and that version updates everywhere at once.

The invisible pitfall: full iCloud storage

A second, less visible cause of missing photos. When “Optimize Storage” is on, your device keeps space-saving versions locally, while the original, full-resolution files stay in iCloud. That works fine as long as there is enough iCloud storage. Once your iCloud storage is full, new uploads simply stop, without a clear warning that most people notice.

Note: full iCloud storage means new photos are no longer optimized or safeguarded. On a device that saves local space, this can mean you believe everything is safely in the cloud, while part of your most recent photos are not.

How to set up a real backup of your photos

A backup is, by definition, a copy that exists separately from the original. These are the methods that work best in practice.

💻 Download originals to a Mac

Go to Photos > Settings > iCloud and choose Download Originals to this Mac. That way the full, uncompressed library actually sits locally on a drive too.

🗃️ Include the photo library in Time Machine

Once the originals are stored locally, back them up along with the rest of your Mac using Time Machine or an external drive.

🌐 Keep a second, independent copy

Think of an export to a NAS or another cloud service. That way you are not dependent on a single account with a single provider for your only copy.

🖥️ No Mac? Use iCloud for Windows

On a Windows PC, iCloud for Windows lets you download the same photos locally and include them in your regular backup routine.

The NAS route: central backup for the whole family or business

Apple itself does not offer an official way to automatically sync iCloud Photos to a NAS. Synology’s own Cloud Sync does not support iCloud directly either. Third-party solutions do exist, such as a DSM package that periodically mirrors the iCloud library to a Synology NAS, or apps that automatically write photos away as soon as a device connects to the network.

Note: these are third-party solutions, not something Apple itself supports or guarantees. For a business with multiple iPhones, this is still a practical way to keep a second copy of all photo libraries centrally on the company’s own NAS, in addition to whatever individual employees do themselves.

Prevent losing access to your Apple Account

Even the best backup does not help if you lose access to your Apple Account itself. A forgotten password without a working recovery path, a hacked account, or a long-lapsed iCloud+ subscription can all lead to loss of access. So turn on two-factor authentication, set up a recovery contact or recovery key, and keep your iCloud+ payment details up to date.

Practical checklist

Know whether iCloud Photos is turned on, and understand that this means there is no separate copy in your iCloud Backup.
Check every so often that your iCloud storage is not full.
Download the full, original library to a Mac or PC at least once.
Include that local library in a regular backup, such as Time Machine or an external drive.
Consider a second, independent copy on a NAS or another cloud service.
Turn on two-factor authentication and a recovery contact for your Apple Account.

A practical scenario for SMBs

A business with ten employees who all use a company iPhone does not leave their photo libraries to chance. IT sets up two-factor authentication and a recovery contact on everyone’s Apple Account, and makes clear to employees that iCloud Photos is not a substitute for a backup. For sensitive project photos that genuinely need to be preserved, a NAS is used to periodically store a copy of the relevant albums, independent of individual Apple Accounts. That way there is always a recovery path, whether a device gets lost, an account gets hacked, or someone accidentally empties the wrong album.