Cloud software is software that runs on remote servers and is accessed over the internet, usually through a web browser or a lightweight app, instead of being fully installed on your computer. The provider hosts, maintains, and updates the software, and your files are typically stored online. Web-based email, online office apps, streaming services, and cloud storage are common examples.
The "cloud" refers to networks of data centers that store data and run software for millions of users. Cloud software is one of the main ways software is delivered today, alongside traditional installed apps.
Cloud software essentials at a glance
Runs on the provider's servers and is accessed over the internet
Software as a service (SaaS) is the most common type for consumers and businesses
Updates happen automatically, without installing new versions
Files can be opened from almost any device with a browser and an internet connection
Most cloud software needs an internet connection, though some apps offer offline modes
How Does Cloud Software Work?
Cloud software works by splitting the job between your device and the provider's servers. Your browser or app displays the interface and sends your actions over the internet. The servers do most of the processing, store your data, and send back the results, often in a fraction of a second.
For example, when you type in an online document:
Your browser shows the document and captures each change you make.
The changes are sent securely to the provider's servers over an encrypted connection.
The servers save the changes and update the stored copy of the file.
Anyone else with the file open sees the update almost instantly.
Because the software and data live on the provider's servers, you can sign in from another laptop, a tablet, or a phone and pick up where you left off. The provider also handles maintenance tasks, such as security patches, backups of its own systems, and adding server capacity as more people use the service.
SaaS vs. PaaS vs. IaaS: Cloud Service Models
Cloud services are commonly grouped into three models based on how much the provider manages for you. Software as a service (SaaS) delivers ready-to-use apps, platform as a service (PaaS) provides tools for building apps, and infrastructure as a service (IaaS) provides raw computing resources such as servers and storage.
Software as a service (SaaS) | Platform as a service (PaaS) | Infrastructure as a service (IaaS) | |
|---|---|---|---|
What you get | A complete, ready-to-use app | A platform for developing and running apps | Virtual servers, storage, and networking |
Provider manages | Everything, including the app and your data storage | Servers, operating systems, and development tools | Physical hardware and data centers |
You manage | Your account, settings, and content | The apps you build and their data | Operating systems, software, and data |
Typical users | Consumers, students, and businesses | Software developers | IT teams and developers |
Examples | Web-based email, online office suites, video streaming, customer management apps | App hosting and development platforms | Cloud servers and storage from major cloud providers |
What is software as a service (SaaS)?
SaaS is cloud software you use through a subscription or a free account, without installing or maintaining it yourself. The provider handles hosting, updates, and security of its systems. Most cloud software people use every day, from email to collaboration apps, is SaaS. Many SaaS products use subscription pricing. Learn how software licensing and subscriptions work.
The as-a-service model also applies beyond software. For example, device as a service (DaaS) bundles hardware, software, and support into a single subscription for businesses. Learn about device as a service.
Web Apps, Progressive Web Apps, and Cloud-Connected Apps
Cloud software reaches your device in a few different forms. Some run entirely in a browser tab, some can be installed like regular apps, and some are traditional desktop apps that rely on the cloud for storage and features.
Web apps
A web app is an application that runs in a web browser, with no installation required. You open it by visiting a website and signing in. Online email, document editors, and photo editors that run in a browser are all web apps. Web apps work on almost any operating system with a modern browser, which is why they're central to Chromebooks.
Progressive web apps (PWAs)
A progressive web app is a web app that can be installed from the browser so it opens in its own window, appears in the Start menu or app launcher, and may work offline. PWAs blend the convenience of web apps with the feel of installed software. Many browsers show an install icon in the address bar when a site offers a PWA.
Cloud-connected desktop apps
Many installed apps now depend on the cloud for key features, such as saving files online, syncing settings across devices, real-time collaboration, or AI tools. They run on your PC but connect to cloud services in the background. This hybrid approach combines the full features and offline capability of desktop software with cloud convenience.
Web app | Progressive web app | Cloud-connected desktop app | |
|---|---|---|---|
Installation | None; open in a browser | Optional install from the browser | Full installation |
Opens in | A browser tab | Its own window | Its own window |
Offline use | Usually limited | Possible, depending on the app | Usually full, with sync later |
Uses your PC's resources | Lightly | Lightly | More heavily |
For a comparison of installed and cloud productivity apps, see our guide to productivity software.
What Are Cloud Storage Services?
Cloud storage services save your files on remote servers so you can access, sync, and share them from any connected device. Popular examples include Microsoft OneDrive, which is built into Windows 11, and Google Drive, which is built into ChromeOS. Most services offer a limited amount of free storage, with paid plans for more space.
How cloud storage works on a PC
A cloud storage app creates a special folder on your PC. Files you save there are automatically uploaded to the cloud and kept in sync across your devices. Many services can also show files as online-only placeholders that download only when you open them, which saves space on your laptop's drive.
Cloud sync vs. cloud backup
Cloud sync and cloud backup are often confused, but they protect your files differently. Sync keeps the same files identical everywhere, while backup keeps separate copies you can restore.
Cloud sync | Cloud backup | |
|---|---|---|
Main purpose | Access the same files on every device | Recover files after loss, damage, or deletion |
How changes work | A change or deletion on one device applies everywhere | Earlier versions are kept separately |
Protection from accidental deletion | Limited; deleted files usually go to an online recycle bin for a set time | Strong, within the backup's retention period |
Protection from ransomware | Partial; some services offer file restore or version history | Strong when backups are kept separate from the PC |
Example | A synced Documents folder | A scheduled backup of your entire PC |
Many people use both: sync for everyday access and a separate backup for recovery. Keeping at least one copy of important files on an external drive adds another layer of protection. Learn about external storage options or how laptop memory and storage work.
Benefits and Limitations of Cloud Software
The biggest advantages of cloud software are access from anywhere, automatic updates, and easy collaboration. The main tradeoffs are reliance on an internet connection, ongoing subscription costs, and less direct control over where your data is stored.
Benefits | Limitations |
|---|---|
Access files and apps from almost any device | Most features need a reliable internet connection |
Updates install automatically, with no new versions to buy | Subscription costs add up over time |
Real-time collaboration and easy file sharing | Your data is stored on a third party's servers |
Less local storage and processing power needed | Features or pricing can change at the provider's discretion |
Files stay safe if a laptop is lost or damaged | Large files can be slow to upload or download |
Easy to scale storage or users up and down | Service outages can temporarily block access |
Cloud software works best when you have dependable internet and value flexibility. Installed software can be the better fit for demanding creative work, large files, or situations where you're often offline.
Is Cloud Software Secure?
Cloud software can be very secure, but security is shared between the provider and you. Reputable providers protect their data centers, encrypt data, and patch their systems. You're responsible for protecting your account, managing who can access your files, and keeping your devices secure.
Who's responsible for what
The provider typically handles | You handle |
|---|---|
Physical security of data centers | Strong, unique passwords |
Encrypting data in transit and at rest | Turning on multifactor authentication (MFA) |
Patching servers and software | Controlling sharing links and permissions |
Protecting against large-scale attacks | Keeping your PC and browser updated |
Redundant systems to reduce data loss | Recognizing phishing attempts that target your account |
How to protect your cloud accounts
Turn on MFA, or use a passkey where available, for every cloud account.
Use a password manager to create a unique password for each service.
Review shared files and links regularly, and remove access people no longer need.
Check which third-party apps are connected to your accounts and remove ones you don't use.
Sign out of cloud accounts on shared or public computers.
Privacy considerations
When you use cloud software, the provider stores and processes your data under its privacy policy and terms of service. Review what data a service collects, how it's used, and whether you can delete it. Businesses may also need to consider where data is stored and compliance requirements. Learn how security software protects your PC or explore AI privacy and security.
Using Cloud Software on a Laptop
A laptop that relies mainly on cloud software needs a dependable internet connection more than a lot of local storage or processing power. The right balance depends on how much of your work happens online and how often you're away from Wi-Fi.
What to consider
Wireless connectivity: Look for a recent Wi-Fi standard for faster, more reliable connections. Some laptops also offer optional cellular connectivity for internet access on the go. Learn about laptop connectivity.
Local storage: Cloud storage can reduce how much drive space you need, but leave room for apps, offline files, and system updates.
Memory: Many browser tabs and web apps open at once use a lot of RAM, so more memory helps with heavy multitasking.
Offline needs: If you travel or work in areas with weak signal, set up offline access in your apps and sync key files before you go.
Operating system: Chromebooks are designed around web apps and cloud storage, while Windows laptops run both cloud and full desktop software.
Chromebook or Windows laptop for cloud software?
A Chromebook is a strong fit if you mainly use web apps, browser-based email, and cloud storage. A Windows laptop is the better choice if you also need full desktop apps, PC games, or specialized software alongside cloud services. Learn more about Chromebooks, compare operating systems, or shop HP laptops.
Frequently Asked Questions About Cloud Software
What is an example of cloud software?
Common examples of cloud software include web-based email, online document editors such as Google Docs, Microsoft 365 web apps, cloud storage services such as Microsoft OneDrive and Google Drive, and video and music streaming services.
Can cloud software work without the internet?
Most cloud software needs an internet connection, but some apps offer offline modes. These let you view and edit files you've made available offline, then sync your changes when you reconnect. Offline access usually has to be turned on before you lose your connection.
What happens to my files if I cancel a cloud subscription?
When you cancel a cloud subscription, your access to paid features and extra storage typically ends. Depending on the service, files may become read-only or be deleted after a grace period. Download copies of important files before canceling and review the provider's policy.
Is cloud storage the same as a backup?
Cloud storage isn't always the same as a backup. A synced cloud folder mirrors your files, so deleting or corrupting a file on one device can affect every device. A true backup keeps separate copies or earlier versions you can restore.
Does cloud software use less storage on my laptop?
Cloud software usually uses less storage on a laptop, because the app and your files are kept on the provider's servers. Some local space is still needed for the browser, cached data, and any files you keep available offline.
