What you will achieve
Use Optimize Storage and iCloud offload to reclaim space without deleting files you still need access to.
Optimize Storage moves cold files to iCloud and removes watched media while keeping stubs locally. It frees disk without manual hunting but requires adequate iCloud plan and network. Understand difference between offload, delete, and Time Machine retention before enabling all toggles.
1) Open Storage settings
System Settings → General → Storage — wait for categories to calculate. Large bars in Documents, iOS Files, or System Data need different tactics.
2) Optimize Storage (iCloud)
- Click Store in iCloud — Desktop, Documents, Photos can live primarily in cloud with local stubs.
- Optimize Mac Storage in Apple ID → iCloud → iCloud Drive removes local copies of old files when space is low.
3) Empty Trash and auto-remove
Enable empty Trash automatically after 30 days. Review Downloads and large Mail attachments via Storage recommendations.
4) Apple TV and Music
Remove downloaded media after watching; keep library in cloud if subscribed.
5) Understand offload vs delete
Offloaded files show cloud icon in Finder — double-click to re-download. Deleting from iCloud removes everywhere. Time Machine still backs up local stubs and full local copies.
6) Local snapshots vs iCloud
Time Machine local snapshots consume “System Data” until age out — not the same as iCloud optimisation. Run tmutil listlocalsnapshots / if System Data ballooned after large file delete.
7) Photos optimise storage
Photos “Optimize Mac Storage” keeps thumbnails local and originals in iCloud — scrolling old years may show download progress. Ensure iCloud plan fits full library size or faces will blur in offline editing.
8) Mail attachments
Storage → Messages/Mail may list gigabytes of attachments — remove inside Mail app per mailbox, not raw file delete in Library. Rebuild envelope index if Mail size wrong after cleanup.
Verify
Free space increased; important files open (re-fetch from iCloud if needed); iCloud storage plan sufficient.
Additional troubleshooting notes
If steps above do not resolve the issue on the first attempt, reboot once, confirm System Settings → General → Software Update is current, and retry with a second administrator account to rule out profile or keychain corruption in your daily user. Document exact error text from Console.app with timestamp — vague “it still fails” without logs wastes support time. On Apple Silicon, re-test after full shutdown (not just restart) because firmware and Thunderbolt controllers reset only on cold boot. Intel Macs should repeat test in Safe Mode to bypass third-party login items. Before erase or keychain reset, verify Time Machine or clone backup completed — batch 3 guides assume Monterey/Ventura/Sonoma/Sequoia paths in System Settings; search Spotlight for renamed panes if your macOS version labels differ slightly.