Today’s article by Lex Friedman over at Macworld made me think about iCloud, backups, and iOS restores.

But you probably don’t need to use iCloud to back up data from many other apps you use. And even if most of those apps account for only a few megabytes per backup per app, they can add up to a significant chunk of storage. For example, you might disable iBooks’ iCloud backup, since you can always restore your iBooks purchases from directly within the iBookstore. You probably don’t need to back up whatever data is stored by games for your kids, or games for yourself in which you don’t care about in-game progress or customizations that you might have made. And for apps that sync and back up their data on the Web—such as Instapaper—backup might be unnecessary, too.

I feel so dumb for not thinking about this earlier. Because iCloud “just works”, I’ve never thought about going deeper into its Settings to check out which apps were backing up data. I simply got used to turning iCloud on, then forgetting about it.

It turns out though, if you’re on a free 5 GB plan and you like to keep a lot of apps on your devices, that might not be a good strategy. I recently decided to not renew my old MobileMe data plan for iCloud (the one that got you 20 GB of storage for free), and I was reminded that Apple would soon end the free plan for old MobileMe members. Besides the fact that a weird glitch is still showing 2050 as expiration date, I decided to take a look at my available space, and — surprise — my two devices were barely fitting in the 5 GB threshold. Upon further inspection, I noticed apps like Instapaper, Evernote, and GoodReader were backing up hundreds of megabytes to iCloud. I deleted their backups, and now I can comfortably move on with 5 GB while still using iCloud Backup and Documents & Data sync.

But Lex’s article made me think about another aspect of my workflow: iOS backups and restores.

People often complain about how awful setting up a new iOS device is. Personally, I don’t have a problem with starting “from scratch” when a new iOS version or device comes out. In fact, that’s why I did with my iPhone 5. I didn’t restore from iCloud, and I wasn’t bothered by starting fresh.

90% of my apps live in the cloud. Either in iCloud, Dropbox, or their own cloud database, the apps I use on a daily basis can access data that’s available on a server somewhere in the sky, not just on my local storage space.

• My photos and videos are in Dropbox.
• My articles are in Instapaper’s cloud.
• The things I write are in Dropbox.
• Evernote is my personal archive.
• My communications happen through Twitter and email.
• My RSS feeds are handled by Google Reader and Fever.
• My OmniFocus database runs on a Mac mini server.
• My media is on a Mac mini server too.
• All my iTunes purchases (media, apps, books) can be redownloaded at any time.
• My music is on Rdio.
• My podcast subscriptions are stored by Downcast in iCloud.
• I get my daily dose of Internet entertainment from Reddit.
• My contacts, calendars, bookmarks, and other app data are safely stored in iCloud.
• To top it off, I can have a searchable index of my online digital life.

The only apps that are exclusively “local” to my device are Apple’s stock apps and a few games. The Apple apps are obviously bundled with every iOS version; as for the games, I don’t care about losing data because I don’t do any serious gaming on iOS anyway. But if I did, I know game developers are starting to support iCloud for save files, too.

Two things really matter to me: that “the cloud” is available and reliable, and that I have a data connection. My devices are now mainly Internet communicators.

As I said above, last week I set up my iPhone 5. I had an iCloud backup from my iPhone 4S, but I decided to start with a so-called “clean install” — meaning, no iCloud restore. It’s not that I don’t like restoring all my settings and apps with iCloud: the feature does indeed work as advertised. But partially because of a self-imposed belief that iOS “gets slower over time” and a personal tradition of using new devices with new data, I preferred to set up my iPhone manually, without restoring any backup.

And to tell the truth, I quite enjoyed the process. There are three pieces of data I need to remember: my iCloud, Dropbox, and 1Password credentials. With those in mind, I can install all my apps from the App Store and proceed to fill logins for services I use. I can access my email by copying logins from 1Password; I can easily redownload all my apps from the Purchased tab of the App Store (when it works); once installed, iCloud-enabled apps re-fetch their documents and data automatically.

There are some downsides to this: I need to wait for apps and databases to re-download; I need to tap around and switch between apps to copy and paste logins; I need to adjust iOS Settings again for the new device. And yet the thing is — I don’t mind doing it. Starting anew gives me a chance to revaluate the way I use an iPhone and iPad. More often than not, it reminds me of some app I don’t use anymore or a service I’ve always wanted to try out. Quite paradoxically, tweaking makes me more efficient and aware of the technology I use.

But more importantly, the apps I use are their own backups. As long as the Instapaper, Evernote, or Dropbox “clouds” are fine, I will be fine. I don’t need to worry about backups and restores. It’s a trusted system.

That’s not to say backups aren’t important. Especially on the Mac, you should consider a reliable and easy backup workflow. In fact, I regularly backup my Dropbox folder too, just to make sure.

However, with time I’ve found the restore process of iOS devices to be less annoying than some people claim it to be.

My apps are in the cloud. I just need the Internet.

As a follow-up to their previous update on Lion adoption numbers, The Omni Group has published a blog post on Omni Sync Server usage stats. The Omni Sync Server is a cloud-based system that handles OmniFocus databases across Macs, iPhones and iPads. It’s been in “beta” for several months and it’s free, allowing OmniFocus customers to keep their tasks in sync over-the-air free of charge.

The Omni Group monitored usage on the OSS, and found out that roughly 31,500 users were active in the past 8 days (at the time of publishing the blog post). 92% of iOS devices on the OSS were updated to the latest version of iOS, 5.0.1; the most popular Mac computer in usage logs has turned out to be the 2011 MacBook Air with 10%. As for OmniFocus, the majority of active users are opting for the Mac+iPhone combo, with “all 3″ being the second most registered option. Surprisingly, “only” 2069 users were active as iPad-only.

With Omni Sync Server, The Omni Group has built its own cloud that syncs user data across the whole OmniFocus ecosystem on OS X and iOS. The developers have also confirmed that the service will come to other document-based Omni apps, such as the popular OmniOutliner. Indeed, the lack of proper automatic sync between the mobile and desktop versions of these apps has forced many users to either switch to different software with Dropbox support or rely on third-party tools such as DropDAV, which turns your Dropbox into a webDAV server compatible with Omni apps and Apple’s iWork for iOS (the latter lacking cloud sync before version 1.5).

You can read more about OmniFocus’ sync and the Omni Sync Server here.

The latest version of Flipboard for iPad, 1.6, is out in the App Store and, alongside support for Tumblr and 500px, it brings a new option to create a “Flipboard Account” and start storing your favorite content in the cloud. With the upcoming release of Flipboard for iPhone, or for those users who share an iPad in the family, accounts will be the easiest way to load a user’s existing sources, subscriptions and social accounts without having to start over every time. The feature is already enabled on the iPad app, and it takes a very few steps to create an account. Enter a username, password, email and real name, and Flipboard will create an account for you. The app is even smart enough to fetch a profile picture from the services you’ve already configured, such as Twitter or Facebook.

Starting today, you can sign up for a Flipboard Account. With Accounts, your reading preferences stay with you no matter how you access Flipboard. For example, families and friends who share an iPad can log into Flipboard and find their favorite sections. And when Flipboard comes to the iPhone, accounts ensure that your Flipboard is configured exactly as you like it, with your favorite reading sources already saved and your social networks connected.

I tested Flipboard’s account management feature, and it worked flawlessly. I was able to create an account, log out after a few minutes and, upon logging into Flipboard again, all my sources and social accounts were pulled from the cloud with no errors, in seconds.

Flipboard has been previously rumored to be considering a web app, and accounts would certainly come in handy to easily load a user’s reading material on any platform. Flipboard for iPhone should be coming out any week now, and the company was reportedly considering deeper integration with TV Shows and Movies as well.

With iOS 5, Apple introduced Photo Stream, a service based on iCloud to store your most recent photos in the cloud, and automatically have them pushed to all your devices, including the Mac (with iPhoto and Aperture) and Windows PCs. Photo Stream has been criticized by some for its lack of settings and customization options (you can’t selectively choose which photos go in Photo Stream, and which ones you’d like to keep private), but most of all many users have been disappointed by the lack of video support. Especially with the new iPhone 4S, users are finding themselves shooting decent videos with a vastly improved camera, without a way to automatically store these videos in Photo Stream and find them later on an iPad or Mac.

As we noted in our iPhone 4S review 1080p video can end up consuming a lot of space, so perhaps due to upload concerns Apple decided to focus on pictures with Photo Stream. After all, even a decent WiFi connection might require several minutes to get a 5-minute 1080p video uploaded to the cloud, and downloaded back on other devices. Yet a third-party app for the iPhone and iPad, Video Stream, aims at providing iOS 5 users with a way to store videos in iCloud and push them effortlessly to all their iCloud-connected devices.

Video Stream is a $0.99 download from the App Store, and it runs on the iPhone and iPad. The concept is simple: you can manually import videos from your Camera Roll (or shoot new ones directly into Video Stream) and the app will start uploading them to iCloud. Once it’s done, the videos will begin showing up on other devices running Video Stream, like an iPad. And because the system is based on iCloud’s Documents & Data, files will unsurprisingly become visible on a Mac as well (though the developers say that a native Mac app is also in the works). Video Stream is a third-party app, so videos won’t be automatically uploaded after they’ve been recorded with an iPhone or iPad: you’ll need to import them into the Video Stream app.

An obvious caveat of video is that even a couple of minutes can generate a large file. For this reason Video Stream needs to compress a video before it’s uploaded, and the app offers three options: Low, Medium and High quality. For instance, I chose “High” for a 1080p video I shot with my iPhone 4S, and I ended up with the following video information on my Mac (for a 28.7 MB video file).

Video Stream isn’t a permanent solution to store your video library in the cloud (just like you shouldn’t use Apple’s Photo Stream to build your personal photo library), but it gets its job done. Which means easily pushing videos across devices and offering options to reduce file size, thus cutting upload times in half.

Video Stream is $0.99 in the App Store.

Following a series of experiments with iOS devices that included PLAY, a music app for iPhone, and Editions, a social reading app for iPad, earlier today AOL introduced a much larger project targeted towards the web, Mac, Windows and iOS: a completely redesigned AIM experience. Named AIM Preview and available at preview.aim.com, the new AIM service comes with new features like group and video chats, inline previews for videos and pictures and cloud sync for message history; AIM has also received new apps, especially a brand new web app, and updated Mac and iPhone clients.

I had time to test the new AIM, and my feelings are mixed. The website looks nice, and I was able to start chatting with my friends in seconds, share pictures and webcam shots, and even create group chats easily. You have access to regular AIM functionalities like “off the record” and “clear history”, and chats are organized in a left sidebar that lists Recent Chats, Favorites, and Contacts. Overall, I’d say the web app can be a nice alternative for when you can’t use your iPhone or Mac. Which brings me to the new Mac app: it looks good from the screenshots, but it’s far from perfect once you get to use it. The app supports Lion’s full-screen mode but scrolling (in the buddy list) isn’t native and it behaves like a bad copy of an iOS app. Icons are blurry, and several sections of the app take their time to load as I assume they’re web views embedded inside the app (not to mention the errors I got when first launching the app). And by sections I mean the additional stuff that AOL conveniently put into the app, such as headlines from its web properties (Engadget, Huffington Post, Joystiq) and “social” updates from Instagram, Twitter and Facebook.

Headlines are displayed with a curious arrangement of fuzzy images and questionable typography choices. Clicking on them opens your default web browser, rather than an inline view in AIM. Social updates are equally perplexing, as you’d expect AIM to be about IM, yet AOL is trying to cram the app with additional content from other sources that live at a different rhythm than traditional instant messaging. I’m wondering why would anyone check Twitter replies and direct messages in AIM instead of a Twitter client, and I can only imagine AOL thinks some casual users will find this “cool”.

As far as actual chat goes, AIM is slower than Apple’s iChat at sending messages (I’ve seen a 1 second delay between hitting Send and the message being displayed on screen) and the Mac app shares the same functionality of preview.aim.com for inline media previews (pictures, videos, tweets) and cloud sync. I also noticed the app supports Growl notifications, but it couldn’t visualize friends’ profile pictures in desktop notifications.

The new AIM for iPhone comes in two versions: free and $2.99 to remove ads and get additional sounds. The iPhone app left me with a more positive impression than its Mac counterpart: you can set quiet hours, tweak sound notifications, and start group chats directly from your phone. In spite of the iPhone’s cameras, I couldn’t find an option to start video chats from iOS. Social updates made their way to the mobile client too, but overall AIM for iPhone seemed more responsive and lightweight than the Mac app.

It’s easy to get excited about a massive redesign such as the one for AIM Preview. However, there are several aspects of the Mac app to fix and others to clarify about the entire service, such as headlines and social updates. You can find the new AIM at preview.aim.com, and a $2.99 iPhone app in the App Store.

Apple today released iTunes 10.5.1, a software update that enables iTunes Match, a new music service integrated with iTunes in the Cloud that allows customers to “scan & match” their local music libraries, and store their songs and albums in Apple’s cloud. iTunes Match is currently available to U.S. customers only, and it costs $24.99 per year via iTunes subscription; iOS 5.0.1 and iTunes 10.5.1 are required to use iTunes Match.

Unlike other cloud music services, iTunes Match uses a scan technology that enables Apple to match songs in a user’s library with the ones the company already has on the iTunes Store, whilst the ones that aren’t recognized in the scanning process are directly uploaded to Apple’s servers. Because the iTunes Store offers more than 20 million songs, Apple believes most user libraries will be matched in seconds with the catalogue Apple already has, thus avoiding uploading an entire music library, which could take weeks on an average Internet connection. Furthermore, while the songs that aren’t matched with Apple’s iTunes Store are uploaded “as they are” (the exact file that a user has on a computer), matched songs are automatically upgraded to 256-Kbps AAC DRM-free quality, even if the original copy was of lower quality.

iTunes Match isn’t a streaming service like Spotify and Rdio in that it requires users to go through a “scan & match” process before they can start using the service. It is, however, deeply integrated with OS X and iOS 5: on the desktop, iTunes can download and play songs from iTunes Match, and the native Music app on iOS device is capable of downloading any song or album stored in your iCloud account, provided you’ve enabled iTunes Match in the Settings. iTunes Match doesn’t come with a huge catalogue of artists and genres available for streaming right away, but it allows users to scan & match their libraries, and download their songs (matched or not) at any time, on any device, with deep system integration.

At the moment of writing this, iTunes 10.5.1 includes iTunes Match but the service is still mentioned as “beta” within iTunes:

We will have a complete overview of iTunes Match later today on MacStories. iTunes 10.5.1 is available now on Apple’s website or through Software Update.

With the introduction of iOS 5 and iCloud, Apple enhanced the standard photo management experience on iOS devices and Macs with Photo Stream, a new cloud service that makes all your photos available anywhere at any time through iCloud. As I detailed in my iCloud overview, Photo Stream is a new “invisible” part to iCloud that lives inside the iOS’ Photos.app or iPhoto on the Mac, allowing the operating system to instantly push photos — whether they’re actual photos or screenshots taken on iOS — up to the cloud, and back to all your devices configured with Apple’s service. So when you’re taking a new photo on your iPhone, Photo Stream ensures the photo is also pushed to your iPad and Mac, so you won’t have to sync or manually transfer files when you’re home.

Photo Stream is a convenient solution because it’s easy to use and doesn’t require any configuration, but this very lack of options and adjustments has generated quite a debate in the past few weeks among users who would like to be able to control their Photo Stream to exclude certain kinds of images, or at least manually delete the ones that aren’t worth the cloud storage. Because Photo Stream has been built to be invisible and extremely simple, it doesn’t come with any preference to, say, diversify screenshots from regular photos, or delete photos you mistakenly took from your online stream. Photo Stream is simply an on/off switch for all or nothing, and whilst it has turned out to be an indispensable tool in my workflow for photos and iOS screenshots, others would like to have some kind of control over how photos are chosen and pushed to their devices. (more…)