Tips for Preparing for Cloud Outages

We’ve become so accustomed to having everything available online that it’s easy to forget how dependent we are on services we don’t control. 

The Microsoft 365 outage that began Nov. 12 disrupted Outlook email and features of other services, including Teams, for businesses and individuals around the world. Microsoft traced the problems to its server infrastructure, with no indication of a cyberattack. 

But Microsoft isn’t alone. Google, Apple, Amazon, and other major companies all operate cloud services that occasionally experience disruptions. When they do, you could temporarily lose access to documents, photos, email, or even the ability to sign in to certain accounts. 

The Cloud Isn’t a Backup 
Services like OneDrive, Google Drive, and iCloud synchronize files between your devices and their servers, but synchronization isn’t the same as backup. If a file is accidentally deleted or corrupted, that change can synchronize everywhere. 

Keep a separate backup of important files on an external drive or use a dedicated backup service like Carbonite. Ideally, maintain both a local backup and an independent online backup so you aren’t relying on a single service. Disconnect external backup drives when they aren't being used to protect against ransomware. 

Make Important Files Available Offline 
Files that appear on your computer may actually exist only in the cloud. 

• Windows: Right-click important OneDrive folders and choose “Always keep on this device.” 

• Mac: Do the same for iCloud Drive folders by choosing “Keep Downloaded.” 

• Google Drive: Open Drive in your web browser while connected, click the Settings gear icon, and check the box to enable Offline access. 

Photos and email deserve the same attention. If your phone is set to optimize storage, full-resolution originals may exist only in the cloud. For email, consider enabling offline access in your webmail settings (such as Gmail's offline mode) or saving critical confirmations—like travel reservations and insurance details—as local PDFs so you aren't relying on a live server connection. 

Don’t Get Locked Out 
If you use "Sign in with Microsoft," Google, or Apple to access other websites, an outage affecting their sign-in systems could prevent you from logging into those sites. The same goes for verification codes sent to an email account you can’t open. 

Save the backup recovery codes offered by your essential accounts and store them securely outside the cloud (such as printed in a safe place). Make sure your phone number or an offline authenticator app is set up as a recovery option where supported and confirm your password manager works offline if you use one. 

Have Another Way to Communicate 
A second email address with a different provider can be useful, though it won’t automatically receive messages sent to your unavailable account. Make sure important contacts know how else to reach you, and keep critical phone numbers saved outside your email. 

During the Microsoft outage, the company extended how long its servers would keep trying to deliver delayed messages, reducing the likelihood they would bounce back to senders—but having an alternate way to reach people eliminates the waiting game. 

Know Whether It’s You or Them 
Before resetting your router or passwords, check Downdetector.com for reports of widespread problems. Official service status pages from Microsoft, Google, or Apple can also provide direct updates on ongoing issues. 

Prepare Before You Need It 
You can’t prevent cloud outages, but you can limit their impact. Most importantly, test your offline files, backups, and alternative login methods before an outage happens so you’ll know they work when you need them.