How to back up Pages and Numbers files saved to iCloud

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Level 1

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How to back up Pages and Numbers files saved to iCloud

Hi, please excuse me if this is a simple question but I would really appreciate any help. I am trying to understand how you can backup pages or numbers files when you save them to iCloud. I have a numbers file that I save to iCloud so that I can use it on my mac and my iPad which works well. However I have read that Time Machine will not back this file up because it is in iCloud and not on my mac. If this is correct then does it mean that I need to copy the file to another location like an external hard drive if I want a backup copy. Is there not a way to have the file on the mac and just sync with iCloud in the same way as photos. Thank you for your help.

Posted on Dec 6, 2025 12:00 PM

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Answer 1

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Richard.Taylor

Level 6

16,927 points

Dec 6, 2025 1:40 PM in response to MT1203

MT1203 wrote: …However I have read that Time Machine will not back this file up because it is in iCloud and not on my mac.

That's true if you use Optimize Storage. If you don't use "Optimize," then all your files are on your Mac, and they get backed up by Time Machine.

However, even with Optimize, if you have particular files that you'd like kept on the Mac, you can tell iCloud Drive to do that. Right-Click for the pop-up menu, and choose Keep Downloaded.

You might look at this:

Understanding iCloud Drive - Apple Community

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Answer 2

MT1203 Author

Level 1

4 points

Dec 6, 2025 2:23 PM in response to Richard.Taylor

Thank you very much indeed for coming back with this. That is excellent. I just need to look at notes now! Moving over from windows so still learning. Thanks again for your help.

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