If you can't add a media file to a collaborative document in Pages, Numbers or Keynote
If you receive 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 may 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:
Use Preview to convert an image file to a smaller file size, such as a JPEG with a lower image quality.
Use QuickTime Player to export a movie file to a lower resolution, such as 480p.
Use the Music app to convert an audio file to a more compressed format, such as MP3.
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 scales down images automatically, trims movies and audio files, or changes movie format or quality.
If you're the owner of the document and are sharing it, stop sharing the document, spreadsheet or presentation.
With the document open, choose File > Reduce File Size.
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.
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.
Invite others to collaborate on the document.
If you still can't add a media file to a collaborative document
If you're the owner of the document, stop sharing the document, spreadsheet or presentation, add the media file, then start sharing again.
If the document is in a shared folder, drag the document out of the shared folder, add the media file, then drag the document back into the shared folder.
If your collaborative document has a damaged media file
If your collaborative document has damaged media files, such as photos or videos, a window will appear when you open the document listing the damaged files. To fix the document, stop sharing the document, replace the files, then start sharing again. If the document is in a shared folder, drag the document out of the folder, replace the file, then drag the document back into the shared folder.
