Complete loss of Documents folder in Finder and also in iCloud

[fredclarke18]

Hello Mac Forum members,

I use Time Machine for backups but having recently retired, I’m afraid the last one I made was in late October 2021. I wasn’t too fussed about that because I back up almost everything to iCloud. I can see now, that, that I was pretty ignorant of me.

Not being “...too fussed…” lasted until 27th January, when I wanted a document and found that there was no document folder on my MBP. I went to iCloud and found that there was no Document Folder in there either.

I found it strange that whilst in iCloud, I could see that the graph showed that there was 2.97 GB in 'Documents' but could find no way to access that to see what that data was.

I searched the internet and tried one or two suggested solutions but nothing worked.

I have tried so much in my dithering, that it’s difficult for me to remember and describe what I have tried. It includes signing in and out of iCloud numerous times. I did notice that however many times I ticked the box for Desktop and Documents backup, five-minutes later it was gone again. I must have done that 20 times. In my delving, I also noticed that the graph showed 2.4gb of ‘documents’ even though there was no Documents folder. I tried an ‘advanced restore’ but got nowhere – there was only one useless single-page document shown.

I updated the OS on 27th January, only in the hope that was part the problem but the problem persists.

Can a genius help me in this situation please? I am happy to follow instructions.

I look forward to having a 'whole' machine again.

 

[Rod]

First let me just say you should be signed in to iCloud at all times. I'm confused about where you say, "includes signing in and out of iCloud numerous times."

It sounds to me like you have accidentally activated Apple's optional Store my Documents and Desktop Folders in iCloud.

If this is the case you will find your documents (and Desktop) items in iCloud Drive. This is like a remote storage space similar to Google Drive or OneDrive but housed within iCloud.

iCloud Drive should be in the Side Menu Bar if any Finder window. If not open Finder Preferences > Sidebar and tick iCloud Drive.

If all is as I suspect you will see your Documents and Desktop Folders there.
The items will have a download icon at the right. Clicking that will download the document back to your computer or you can just open the document in the usual way but leave it on iCloud Drive.

I think I can guess what your next question will be. "How do I turn this off and get all my data back on my computer?"

There are some serious pitfalls in this process, please do not try it on your own. If this is what you want to do get back to us here after you have confirmed what I suspect happened (or not).

 

[Rod]

PS. If you try downloading say one document it will go into your Downloads folder. You can open it from there but don't move it around. For example if you put it on your Desktop it will be removed again to iCloud Drive. Just check if I'm right and we can proceed from there. Upside is all your data is safe.

 

[fredclarke18]

Good morning Rod, from a cold and stormy, UK.

First of all, I thank you sincerely for your suggestions and I'll use them as separate points for my reply.

1. Signing in and out of iCloud? This was a suggestion made on the internet, supposedly to make the computer and iCloud sync. Obviously, it didn't work.

2. If I was responsible, then it was accidental as I try not to mess with iCloud. Other than an accidental key sequence, I have no idea how I caused this to happen. No-one else uses my computer.

3. ICloud Drive shows both the Desktop and Document folders. I never keep anything on the desktop. The Downloads showed 'no files' but I made a test doc and saved it in downloads folder on my computer (there not being a Documents folder) and then copied and pasted it to the Documents folder in iCloud. It opens OK. However, there is no download icon. I'm assuming I have messed up all the settings in iCloud.

4. ICloud in the side bar? It is.

5. Your suspicions were correct. Desktop is in the sidebar. I went to preferences and ticked for the Documents folder. It placed an icon in Favourites but it has a folded page corner. The Preferences tick box does not have tick. If I click again it places a further icon with a folded corner.

When the document folder is clicked, it shows "The operation cannot be completed because the original item for documents cannot be found".

6. You guessed correctly. I do want everything both on my computer and on iCloud.

7. Serious pitfalls? You're not kidding. I remember the nightmare it was to set up iCloud as I wanted it, quite a few years ago and I have since had a fear of going there. I do not tinker with iCloud. If you're willing, I could do with your advice about getting the iCloud setup as I want it.

I look forward to you advice and thank you again for having already done so much. I consider that some progress has been made.

 

[Rod]

Hi fredclarke18, thank you for your concise reply. I wouldn't blame yourself too much, often complex results occur as the product of simple actions.

Apple tends to promote some features without a full explanation of the implications or what to do if you don't like the effect much less how to reverse it.

Here is a fairly good article on the topic. How to Restore Your Desktop and Documents After Disabling iCloud Sync in macOS Sierra

You can see from this article that your documents are safe but are apparently only in iCloud > iCloud Drive. Don't feel bad if it seems confusing, the distinction between iCloud and iCloud Drive (the latter being within the former) causes a lot of confusion and file syncing causes even more.

My guess is that you turned off syncing for your Documents and Desktop folders and as per the article above they now only appear in iCloud Drive. If so leave that setting off (unticked).

I recommend you check this by going to icloud.com, login with your Apple ID and confirm that your Documents and Desktop folders are there and intact.

From the iCloud.com site you can select all the contents or individual contents in the Documents folder and download back to your Downloads folder on your device. Use the little Cloud with the down arrow in the menu bar.

I would put them all into a folder (Not called Documents) maybe you could call it Documents 2 or Docs Restored just so that you can recognise it as different from the original. You can do this on the desktop now that syncing for those folders is turned off.

PS. The article I attached is from 2017 but the process as far as I can see is unchanged and the explanation is better than most.

 

[fredclarke18]

Hello Rod. Thanks for your reply and sticking with me.

Can I point you back to item 5 in my reply? Sorry, I really should have formatted it better. I'll try again.

Desktop is in the sidebar. (but not Documents)

I went to preferences and ticked for the Documents folder.

It does place an icon in Favourites (it has a folded page corner if that means anything).

When viewed, the Preferences tick box does not have tick. If I click it again it places a further Documents icon ( I can place numerous 'document' folders in the favourites sidebar).

When the document folder is clicked, it shows a triangular icon warning "The operation cannot be completed because the original item for documents cannot be found".

I have tried to move documents into that folder but nothing happens. There is no highlight to show that the folder even exists.

I have followed the instructions found in the article about restoring documents after disabling iCloud.

I have to report that nothing has changed since yesterday. ICloud/ iCloud Drive /Documents shows just the very few tiny test documents I placed there. Yet, if I go to settings I can see that there is supposedly, 4.07GB of documents.

I fear they have gone for good and am ready to wave goodbye to the missing docs (those made since Oct 21) and take whatever action I need to.

Doesn't my not being able to get a functioning Documents folder in Finder suggest some problem with the OS? Would a OS reset via Mac recovery help to fix the Finder?

 

[fredclarke18]

Hello Rod.

I have just noticed your post to davowolf on Mac Forums. His situation appears to be very similar to mine don’t you think?

I have been to MacUpdate many times without realising the dangers. No more will I venture there.

I also had DetectX installed but can’t remember where I downloaded it from but I always (mostly) check the App store first. Anyway, until my problem is sorted, I have uninstalled it.

The reason for this post is that I don’t want to try those suggestions to davowolf without checking with you first, about my last query on Tuesday. It was about whether reinstalling the OS via Recovery Mode was a good idea and would restore the Finder regarding Desktop and Documents folders to their former-self?

My instincts are that I should try the advice to davowolf, first. What do you think?

Many thanks in anticipation.