It’s important to understand how pictures are stored and shared between your Apple devices.
In this post we will learn more about how photos are stored and synced in the modern day, as well as how the app functions.
This will include Macintosh computers, iPhones and iPads.
How photos are stored and synced
The first thing that is important to understand is how photos are stored and synced in general and on Apple devices.
There are two main storage locations in the modern day in regards to photos; Physical and Cloud.
Physical means on the devices hard drive, whereas cloud means it is stored on the providers servers, using far less storage on the actual device.
When using physical storage only photos will:
- Only exist on that device and will not be synced between or viewable on other devices
- Take up their full storage size on the phones hard drive
- Only be deleted from that respective device when deleting photos.
- Potentially be lost if there is no back up if the phone is broken, lost, or stolen.
When using cloud storage, specifically iCloud signed into the same Apple ID, photos will:
- Be synced to any Apple device with iCloud photos enabled, and always viewable on iCloud.com.
- Take up far less physical storage, only using it for small thumbnails of each photo for the gallery.
- Be deleted from all devices when deleting photos.
- Be easily recoverable if a device is broken, lost, or stolen.
iCloud storage
We at SDM always encourage people to use iCloud instead of physically storing their photos. Since photos are often precious to people, keeping them safe through cloud backups is key. The features listed above far outweigh the cost of the actual price you pay.
Currently as of 2026 iCloud offers five storage plans, shown in the image below.
One of drawbacks of iCloud storage plans is the storage is used by everything synced to iCloud, dependent on how you choose to sync to it. This includes things like Photos, Contacts, Notes, Messages, Backups and anything else you choose to sync.
Another issue faced in regards to storage space is Macs synced to iCloud drive can potentially eat up all the storage pretty quickly depending on what you are syncing from the computer.
Lastly, the jump from 200GB to 2TB is fairly steep sizewise and pricewise.
Some ways around these issures are:
- Ensure you are syncing only things you want to sync.
- Check the iCloud drive sync settings on your mac, remove anything that you don’t need to be backed up to the cloud.
- Share/Split. the 2TB storage plan with one or more family members or friends. 2 TB is as much storage as 10x the 200GB plan. If split between multiple people the price can be reduced drastically, with more value in regards to GB per Dollar.
For example, four people splitting the $9.99 a month plan could each use 500GB each, paying only $2.50 for 2.5 the storage the $1.99 plan. The only issue is that you can not limit the amount a person uses. This means someone could exceed the 500GB .
how to access Your Photos
Accessing your photos on an Apple device whether on a Mac, iPhone or iPad, is mostly universally done through the Photos app.
When fully synced through iCloud, these apps will essentially mirror each other on all devices. They will all have the same photos, albums and other features that the app has to offer.
The main difference being a slightly different layout on the Mac and iPad, optimized for a larger screen.
iOS Layout
On iOS when opening the Photos app it will bring you directly to the main photo library.
This is by default a chronological grid of all photos you’ve taken on that device if only physically stored, or all devices if syncing them with iCloud.
You can zoom in and out here to see a smaller or larger grid. You will also see filter, select, sort, view and search options within this part of the photo library.
The next main function of the app comes in the collections tab on the bottom left.
Here the app displays a lot of preset and customizable collections helping organize the photos you have saved.
Some examples of what we can find in the collections tab are:
- Albums
- Shared Albums
- Memories (Apple-made slideshows of certain events, locations, or people)
- People & Pets
- Featured Photos (More Apple generated content)
- Recents
- Media Type sorting (examples being Videos, Live Photos, Selfies, Portraits, Panoramas etc.)
- Utilities (examples being Favorites, Hidden, Recently Deleted, Duplicates etc.)
Here you can also check click on your Apple ID photo or default grey profile person in the top right for another menu of account and view based options, as well as see the status of iCloud syncing.
MacOS/iPadOS Layout
The Photos app on the mac and iPad shows a more computerized layout, designed for a more sizeable screen. Since this is the case these two look a bit more similar than the iOS version of the Photos app.
This allows a sidebar on the left side of the application. This contains the same content you as on the phone just with a slightly different navigational options.
On the right you will see whatever you have selected on the left, whether it be the photo Library, albums or any other option give. You will also find similar filter, select, sort , view and search options.
Saving Photos as Files
Photos can also be exported from the Photo Library to use as files within the computer or phones file structure.
This differs because it allows you access to the raw file of the photo, allowing for use in external apps or anywhere the file is required.
You can do this on iOS/iPadOS by hitting the share button and choosing “Save to files.”
On MacOS you will need to hit file in the top right, then export. This will then prompt you to choose the save location of the file and allow you to rename it if desired.
Some examples of when a photo in its file form is required instead of in the library can be:
- External photo or video editing software
- Website uploads
- Certain sharing websites
- Adding to documents or slide shows
Why aren’t my devices synced properly?
When using multiple devices it’s important to remember that iCloud syncing is not always perfect and instantaneous.
There are some parameters of how the system works that may cause delayed syncing.
One example is the default use of Wi-Fi only and not cellular data. Since not everyone has unlimited cellular data, iCloud will only sync when on Wi-Fi. This means if you take 100 photos on your phone when you are out and about, and then log into your Mac as soon as you return home, the photos may still need some time to sync up with each other.
To make syncing more seamless, it can be set to be done on Cellular data as well, and is only recommended for people with unlimited data or understand how data works and don’t care if it uses some of their limited data. It is very important to understand that it is uploading high quality, and often large files. This can chew through cellular data quicker than many realize.
Other examples include:
- Failed syncing between out of date devices
- Incorrect iCloud settings on a device
- Unstable internet connection
- Low power mode stopping the sync.
- Account issues
- Out of storage
Do not to jump to the instant conclusion that it is not working correctly if it hasn’t synced yet. Sometimes it just requires time or certain conditions.
Since these posts are static, check out the Apple Photos Support Page for official information that updates when their apps do.
If you have specific questions about Understanding photos on Apple devices, or if our terminology isn’t clear, please use our contact form to send us a message, or give us a call and make an appointment.
