Five cloud storage apps to transform workplace collaboration

So, what is it that made you end up reading this best cloud storage apps article?

There could be several reasons! But, most likely, you are looking to:

• Empower your company's hybrid work culture by switching to cloud storage solutions.

• Improve your team's collaboration and productivity and increase overall organizational efficiency.

• Streamline document management within your organization.

• Make files accessible and editable on the go.

• Scale your storage and security measures.

If all this sounds like your thoughts, then this article is for you!

Whether you are a small business owner or an individual from a larger organization tasked with choosing the right cloud storage solution, suit yourself because this read is all about the best cloud storage apps, their features, pricing, and more.

Even if you are a tech geek who is just passing by, feel free to dive in!😎

Overview of the best cloud storage apps

Here's a quick overview of our main insights into the solutions listed in this article.

Cloud storage apps for work: The way forward 

There is a radical shift happening in the way organizations function today. From punching in and punching out, teams have moved to a hybrid work model.

What started out as a temporary solution during the global pandemic turned out to be the new normal. Organizations benefit from lower overhead costs, and employees enjoy the extra freedom! 🏖 ️

But, the happy phase did not last long. Employees have increasingly faced challenges in hybrid work, especially in terms of peer collaboration. And organizations have needed to embrace new technologies.

That's when, just like you, many others also started looking for robust cloud storage apps and platforms. But the question is, what should you look for when you are evaluating a cloud storage app?

Here you go!

What makes a cloud storage app the ideal pick?

Just remember that these factors are super critical given the scenario why you want a cloud storage app.🎯

File-sharing capabilities

Before the hybrid work model, employees were able to communicate in-person and get the files they needed. Now that they are spread across different locations and time zones, file sharing became a serious challenge.

So, make sure your cloud storage app allows you to share files with specific individuals or groups within the organization and even with external stakeholders.

This ensures all employees have access to the same files and resources irrespective of their time zones (no more nudging peers at odd hours to request a document).

But that's not all; you also need to evaluate how strong the file sharing capabilities are and how they suit your business needs.

For example, if your business model depends on multiple collaborators working in shared files, it's best that you choose a cloud storage app that offers granular permissions settings and role-based access. This gives you the power to choose who should view, edit, and share respective files.

Features to enhance collaboration and communication 

It's all about how the solution makes life easy for your employees.

Does it support real-time collaboration and allow users to comment on files from mobile apps? Are there any AI capabilities? Is there anything beyond this?

All these features are critical and can drastically improve the way people work remotely. You never know when you'll need access to a file when you are away from your desk (especially if you don't have your PC).

Offline access and syncing

You or your team may also encounter situations where there's no connectivity at your location. With the right cloud storage solution, you should still be able to access files offline when needed!

Your cloud storage app should allow you to edit files offline, and the changes should automatically sync when you go online. If an application doesn't provide the option to work offline, then steer clear!

Document management

Hybrid work culture requires multiple collaborators to be able to work on a single file simultaneously: documents, spreadsheets, slides, etc. This also creates challenges with keeping track of where files are stored and who has created, edited, and commented on shared files. Companies also have to manage the risk of confidential information being shared externally.

Which is why your cloud storage solution should allow you to track changes, choose from different file versions, and find files with sophisticated filters.

Data retention and security

These features will not be enough if you don't have the proper data retention and security policies. Look into how strong each product is in terms of file backup and restoration, data-level security, and compliance.

Integrations

Integrations are another important factor for choosing a cloud storage app because you cannot work efficiently with your data siloed across multiple applications.

Only a truly connected approach will power seamless data flow, thereby enhancing productivity and collaboration.

1. Third-party app integrations

This refers to the capability of your cloud storage app to connect with multiple external applications and services.

By using workflow automation tools, you can connect your cloud storage app with your existing applications like Slack, Asana, Zoom, Evernote, Salesforce and many more.

2. Ecosystem of apps

An ecosystem of apps is nothing but an interconnected suite of apps provided by a single software service provider.

In the scenario we described above, you'd have to use tools from different vendors for communication, collaboration, sales, marketing, cloud storage, and other business functions.

With this approach, your cloud storage app is a part of a larger ecosystem that will have all the essential apps to run a business—marketing, sales, billing, communication, cloud storage, and many more.

When you choose an integrated ecosystem, you enjoy benefits like centralized user and data management, lower costs, a unified interface across apps, and consistent support. Your teams can also get more work done without having to switch between apps constantly.

Though modern cloud storage apps offer extensive integration options, it's always best to look out for solutions that are part of a larger ecosystem. You might not notice much difference if you're starting out as a small business. But as you scale, managing multiple apps and data migration will be challenging.

Storage capabilities and pricing

Massive storage space is good, but you need to ask: What's the most cost-effective option?

Most cloud storage apps scale their pricing based on the storage capacity, the number of users, and the features offered. You should also keep in mind that you may need to adjust the number of users or purchase additional storage, so find out whether the vendors you are considering offer that flexibility.

If you are a small business, storage shouldn't be your biggest concern—pricing should be. But as you scale (when you become a large enterprise), you'll need to evaluate whether your cloud storage provider is flexible in terms of storage and users.

All of these features make your file storage more dependable, boost workplace productivity, and streamline workflows to help your team stay on track.

When combined together, they provide the perfect recipe for a great cloud storage app.

The best cloud storage apps for your businesses and teams

In this section, we've detailed five popular cloud storage apps for Android and iPhone that can transform the way your teams work. We've listed the key features of every solution (including the factors we discussed above and the pricing details).

1. Zoho WorkDrive : Our favorite cloud storage and content collaboration platform

Zoho WorkDrive is a cloud storage platform that's built for teams that work together—but it's more than just a cloud storage platform.

It's an end-to-end content collaboration platform that aims to transform the way your teams work by giving them a secure shared workspace.

WorkDrive has already done this for more than 1 million businesses!

The platform is a powerhouse and comes loaded with features to make file sharing and workplace collaboration truly seamless. WorkDrive offers cloud storage apps for both Android and iOS.

Let's look at its features.

File sharing

Zoho WorkDrive has a unique approach to file sharing called Team Folders. It is a shared folder for members of a specific department or a project team.

This allows the members of the Team Folder to create, edit, share, and upload documents based on the various roles and permissions you assign.

You can choose between public (visible to everyone in the organization) and private (only invited members can access) Team Folder options.

As for sharing, members can:

• Share files to specific individuals using their email address

• Share with groups within the organization

• Create unique links to share files both internally and externally

• Invite guest users to view, comment, or edit files for a certain timeframe

All these features make file sharing seamless, and the best part is, all of this can be done on the go, from the cloud storage app.

Collaboration and communication

Understanding the need for strong collaboration, especially in a hybrid work setup, WorkDrive comes with numerous features to make life easy for your teams.

• Real-time collaboration: Multiple users can work on the same file (PDFs, images, videos, etc.) simultaneously and collaborate seamlessly with comments, tags, and file annotations.

• WorkDrive Snap: The desktop version has a unique feature called WorkDrive Snap, allowing users to instantly record audio, video (with screen sharing) within the application.

Users can also create unique folders with links, share them with multiple stakeholders (internal and external) and collect large volumes of files. And yes, WorkDrive comes with a built-in whiteboard that teams can use.

P.S. You also have Zia AI that allows you to generate content and images from within WorkDrive.

Offline access and sync

Talking about the offline access option, users can download files they want, access them offline, and edit them on the go from the mobile app. Files are automatically synced when the user goes online.

Also, the desktop version offers a feature called TrueSync. The feature allows users to create a mirror of their WorkDrive files on the desktop. This allows them to access files locally, make changes, and automatically sync everything with their online storage.

Document management

WorkDrive offers efficient document management features that make it one of the best cloud storage apps for hybrid work. Users can choose any version of their files and get an in-depth view of all changes made by different members of the organization.

Users can also create labels and data templates and associate them with files to organize better and access quickly. Advanced search functionalities with technologies like OCR make file searching a cakewalk.

Data retention and security

Zoho, as a software solutions provider, has always been committed to providing secure solutions for businesses, and WorkDrive is no exception. The platform adheres to several data protection regulation and standards like GDPR, SOC 2, and HIPAA.

There are multiple security features, like multi-factor authentication and the ability for users to enable OTP verification during file sharing and generate links that expire after a certain period.

WorkDrive also allows admins to wipe data remotely in case one of the linked devices is lost. Admins can also set appropriate data retention policies, such as whether to keep any files deleted by users in the trash indefinitely or delete them after a certain period of time. As an added layer of security, deleted files can also be moved to the admin console to allow the admin to decide when to delete the files permanently.

Integrations

When you're choosing Zoho WorkDrive as your cloud storage app, you're not going with a standalone application.

WorkDrive is a part of larger ecosystem that integrates with many other Zoho's applications to power your organization's workflows. This is a huge benefit for a cloud storage platform paving the way for automation and seamless data flow between apps.

WorkDrive comes with a built-in Zoho Office Suite which allows you to create documents (Zoho Writer), spreadsheets (Zoho Sheets) and presentations (Zoho Show) on the fly.

On top of this, you can integrate WorkDrive with thousands of third-party applications like Slack, Asana, Evernote, and more using Zapier.

Storage and pricing

Zoho WorkDrive does not offer a free plan for teams (there's a free plan for individual users with 5GB storage), but there's a 15-day free trial.

Here's more details on storage and pricing.

• Starter plan: $2.50/user/month billed annually. Storage starts at 1TB/Team.

• Team plan: $4.50/user/month billed annually. Storage starts at 3TB/Team.

• Business plan: $9/user/month billed annually. Storage starts at 5TB/Team.

All plans require a minimum of three users to get started, and you save up to 23% when you pay annually. You can purchase additional storage and client licenses as you scale.

Visit Zoho WorkDrive's pricing page for more details.

Feature call-out: With WorkDrive's cloud storage app, you can easily scan, upload documents, and record audio from your mobile. There's also a dedicated mobile widget that can be placed on the home screen.

Zoho WorkDrive is a perfect cloud storage app for businesses of all-sizes and verticals. The platform has all of the features needed to support collaboration, communication, and file sharing for remote and hybrid teams. Since it is a part of a larger ecosystem, you can save your team from constantly switching between apps to work.

You can start with WorkDrive and gradually add other business apps from Zoho as your business needs evolve. WorkDrive can eventually become the central file management platform across all apps your organization uses.

2. Google Drive: Best cloud storage app for Google Workspace users

Google Drive needs no introduction. The cloud storage app has been in existence for a long time, and every Android user has most likely used Google Drive at some point.

The popular cloud storage platform caters to both individuals and businesses. Its robust set of features and seamless integration with the Google ecosystem make it one of the best cloud storage apps.

The platform has cloud storage apps for both Android and iOS users.

File sharing

Google Drive's file sharing mechanism is simple and straightforward: You can share files and folders to specific individuals using their email address, or generate shareable links that can be sent to anyone.

The drawback here is that roles and permissions are limited, and links cannot be created with passwords or an expiry date.

Collaboration and communication

Google Drive's collaboration features are robust!

Teams can collaborate and work on multiple files (documents, spreadsheets, and slides) and leave comments by tagging individuals. All changes are saved in real time, significantly reducing the confusion caused by different file versions.

Offline access and sync

Like Zoho WorkDrive, Google Drive also lets users access and edit their files offline. Once the user goes online, changes are automatically synced, powering work on the go.

Also, with Google Drive, you have the option to sync your files between the cloud and your computer—access your files even when you're not online.

Document management

Users can track changes and restore from multiple versions of file history instantly. They can also use color codes to differentiate between folders and star files for quick access.

Google's advanced search capabilities enable searches for keywords across Docs, Sheets, and Slides—you don't have to switch between platforms.

Data retention and security

Google Drive offers two-factor authentication and complies with various industry standards like GDPR and HIPAA.

The files are encrypted both at rest and in transit.

Integrations

The Google Workspace, which includes other Google services like Calendar, Meet, Gmail, and more, is tightly integrated with Google Drive.

You can also connect with third-party applications like Asana, Slack, Salesforce, and more.

Storage and pricing

Google Drive storage pricing

• Basic: $1.99/month. 100GB of storage.

Google Workspace pricing

• Business Starter: $6/user/month billed monthly. 30GB pooled storage per user.

• Business Standard: $12/user/month billed monthly. 2TB pooled storage per user.

• Business Plus: $18/user/month billed monthly. 5TB pooled storage per user.

With its robust features and offerings. Google Drive is an ideal cloud storage app for you to consider if you are already using Google applications. But, if you are starting fresh, take your time to evaluate other cloud storage apps as well.

3. OneDrive: Best cloud storage app for Microsoft users

Like Google Drive, Microsoft OneDrive is another popular cloud storage service provider.

The platform promises to help users "access, share, and collaborate on all your files from anywhere." And they truly enable businesses to do that.

While OneDrive comes built-in with the Windows OS, it also supports Mac, Web, and has cloud storage apps for both Android and iOS.

File sharing

OneDrive allows users to share files and folders to specific individuals by adding their email address.

External links can be created and shared with multiple roles and permissions. Like WorkDrive, OneDrive allows you set passwords and expiration dates for links.

Collaboration and communication

Users can also collaborate in real time and work on files together. They can leave comments and tag teammates to exchange feedback.

Offline access and sync

OneDrive allows users to access and edit files offline, and the changes automatically sync when the user is back online. And with OneDrive Files On-Demand, users can work on files directly from the File Explorer—there's no need to download files to their devices.

Document management

Users can track and restore from different file versions. Files can be easily organized with folders and tags.

The Microsoft Search feature makes finding files a walk in the park by working across all your data and platforms.

Data retention and security

While OneDrive doesn't have zero-knowledge encryption, it has a Personal Vault feature with 256-bit encryption. It comes with multiple authentication methods like facial recognition, PIN, and fingerprint scanning.

OneDrive also complies with various industry standards like HIPAA and GDPR. While the default data retention period is 30 days, it can be changed from the Admin console.

Integrations

Tight integration with Office 365 boosts productivity and collaboration, and the option to connect with other tools through the Microsoft Store makes integrations a strong selling point for OneDrive.

Storage and pricing

• Standalone OneDrive Plan: $5/user/month. Annual subscription. 1TB storage.

• Microsoft 365 Business Basic: $6/user/month. Annual subscription. 1TB storage per employee.

OneDrive is an ideal cloud storage platform for businesses who are already using other solutions in the Microsoft ecosystem.

4. Dropbox: Simplified file sharing

Dropbox is another cloud storage app that simplifies file sharing for businesses. The app is easy to use and comes with powerful collaboration and file sharing options.

The cloud storage app is available for both Android and iOS, ensuring files are accessible on the go.

File sharing

Dropbox allows users to share files and folders to individuals using their email address. Again, external links can be created to share files with permissions to view, comment, or edit. Custom expiration dates and passwords can also be set.

Also, you can transfer files up to 250GB using Dropbox.

Collaboration and communication

Like all cloud storage apps, Dropbox allows you to leave comments on files and tag teammates to exchange feedback.

Also, like Zoho WorkDrive, Dropbox allows you to record screen and videos from within the platform. Dropbox also allows you to annotate PDFs, edit images, and do more.

Like we said, Dropbox is powerful when it comes to collaboration and communication features.

Offline access and sync

Users can download the files they want, work on them offline, and it automatically syncs when they reconnect.

With Dropbox desktop, you can sync all your files across devices and also don't have to worry about your hard drive space as all the files are stored online in the cloud.

Document management

Users can view, track, and restore multiple versions of files. And the advanced search capability makes file searching a breeze.

Data retention and security

Dropbox allows data retention up to 1 year, and as for security, it offers 256-bit AES and SSL/TLS encryption as standard across all its plans.

Integrations

Dropbox can be seamlessly connected with Google Workspace, Microsoft, Slack, Adobe, and many other apps.

Storage and pricing

• Business: $15/user/month billed yearly. 9 TB storage.

• Business Plus: $24/user/month billed yearly. 15 TB storage.

While Dropbox is a great cloud storage platform, its pricing, when compared to its competitors, is definitely on the higher side. And it does not have a built-in office suite.

One more fun fact: Did you know that Dropbox once became insanely famous for its referral program, which grew their user base by 3,900% in 15 months?

You can even read the case study to learn more!

Now, let's look at our final cloud storage app.

5. Box: Enterprise-grade cloud storage app

Box is another cloud storage solution that's on par with all the solutions we've discussed. Box differentiates itself because it was designed with enterprises in mind. Box apps are also available in both iOS and Android.

File sharing

Users can share files and folders using email addresses of the target individuals. Like all other cloud storage solutions, Box allows you to create shareable links with multiple roles and permissions. Users can also set passwords and custom expiration dates for links.

Like WorkDrive's Team Folders, Box offers shared workspaces that make it easy for teams to collaborate and work on projects.

Collaboration and communication

Box allows users to work on documents simultaneously, add comments, and exchange feedback.

There's a unique feature called Box Notes for real-time collaboration on notes—this makes all employees stay on the same page. There are also workflows that can set mundane tasks on autopilot.

Offline access and syncing

Box allows users to access and work on files offline, with automatic syncing. Also, files can be synced between the platform and your computer for complete offline access.

Document management

Users can track changes and restore available file versions. They can even use metadata and tags for organizing files.

Box comes with powerful search capabilities like full-text search within documents to help users find files easily.

Data retention and security

All files are encrypted in transit and at rest. The platform complies with multiple industry standards like, GDPR and HIPAA. The platform also has advanced retention policies that can be of great use to enterprises.

Integrations

Like all the other cloud storage solutions we've reviewed, Box can be seamlessly integrated with Microsoft 365, Google Workspace, Salesforce, and more.

Storage and pricing

• Business Plan: $15/user/month billed annually. Unlimited storage.

• Business Plus: $25/user/month billed annually. Unlimited storage.

• Enterprise: $35/user/month billed annually. Unlimited storage.

All the plans offer unlimited storage and require a minimum of three users to start.

That's pretty much all you need to know about Box—an enterprise-grade cloud storage app!

Now that we've covered these five great cloud storage apps, here comes the hard part! 😕

Final thoughts 

So, which cloud storage platform should you go ahead with?

Well, if you are looking for an answer from us, please remember that it all comes down to what your needs and preferences are.

• Do you need advanced collaboration features?

• Is data security your top priority?

• How important are offline capabilities?

• Are you looking for a well-rounded cloud storage app from an ecosystem that could one day power all your business operations?

These are just a few of the questions that you should ask yourself before you settle on a decision.

If you're looking for more guidance, visit our website and chat with our sales experts—they'll be able to help you.

Remember that it's crucial to evaluate all aspects before choosing a cloud storage app. Your entire organization will be using it!💡

That said, we're wrapping it up for now! Cheers until next time! 🙌🏼