If you can't add a media file to a collaborative document in Pages, Numbers, or Keynote

If you get an alert that says you can't add an image, movie, or audio file to a collaborative document, reduce the size of the file or reduce the size of the whole document. 

The size of the media file you're trying to add might make the document too large for collaboration. The size limits for collaborative documents are 2 GB for a document shared with iWork apps and iCloud, and 1 GB for a document shared with Box.

Reduce the size of the media file

You can use these Mac apps to reduce the size of image, movie, or audio files:

After reducing the size of the media file, try to add it to the collaborative document. If you still can't add the media file, reduce the size of the whole document.


Reduce the size of the document

On Mac, you can reduce the size of the entire Pages, Numbers, or Keynote document so you can collaborate with others on it. The app automatically scales down images, trims movies and audio files, or changes movie format or quality.

  1. If you're the owner of the document and are sharing it, stop sharing the document, spreadsheet, or presentation.
  2. With the document open, choose File > Reduce File Size.
  3. Select the adjustments you want to make. The current size of the document and how much it will be reduced depending on the adjustments you choose is shown at the top of the window.
  4. Reduce the file:
    • Choose Reduce This File to apply the settings to the original document.
    • Choose Reduce a Copy to apply the settings to a copy of the document and preserve the original document. Enter a name for the copy of the document and choose where to save the copy, then click Save.
  5. Invite others to collaborate on the document.


If you still can't add a media file to a collaborative document


If your collaborative document has a damaged media file

If your collaborative document has a damaged media file, stop sharing the document, replace the file, then start sharing again. If the damaged media file is in a shared folder, drag the document out of the folder, replace the file, and then drag the document back into the shared folder.

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