Where iPhone stores documents and data, and how to clear it
iPhone stores documents and data in two places: inside individual apps, and in a shared space called iCloud Drive. Deleting them means going into each app's settings or into the Files app to remove files one by one, or using iPhone's built-in tools to clear app caches and temporary files all at once. The fastest way depends on whether you want to delete specific files or just free up space quickly.
Most people confuse "documents and data" with app cache — the temporary files apps create while running. Cache takes up space but isn't your actual documents. iPhone groups them together in Settings under Storage, which is why clearing one often clears the other.
Key Takeaways
- Documents and data stored inside apps are deleted by opening each app's settings or the Files app, not from iPhone's main Settings.
- iCloud Drive files sync across your devices, so deleting them from iPhone also removes them from your Mac, iPad, and iCloud.com unless you back them up first.
- App cache and temporary files can be cleared all at once by offloading or reinstalling an app, which frees space without deleting your actual documents.
- The Storage section in Settings shows which apps use the most space and offers a one-tap option to remove an app's cache while keeping the app itself.
Deleting files stored inside individual apps
Most apps that let you create or save documents — Notes, Reminders, Mail, Pages, Numbers — store those files inside the app itself. To delete them, open the app, find the file or document, and look for a delete button, trash icon, or edit mode. In Notes, swipe left on a note and tap the trash icon. In Mail, swipe left on an email and tap trash. In Pages or Numbers, tap and hold the document, then tap delete.
Some apps use a folder structure. Open the app, navigate to the folder or section where your document lives, then delete it from there. If you're unsure how to delete in a specific app, check the app's menu or settings — most have a help section or FAQ that shows the exact steps.
Deleting from inside an app removes the file from that app only. If you use iCloud to sync that app across devices, the file disappears from all of them. If you use a backup service like Dropbox or Google Drive, the file stays there unless you delete it there too.
Removing files from iCloud Drive
iCloud Drive is Apple's cloud storage, separate from individual apps. Files you save to iCloud Drive appear in the Files app on your iPhone. To delete them, open the Files app, tap iCloud Drive, find the file or folder, swipe left on it, and tap delete. The file moves to Recently Deleted, where it stays for 30 days before permanent removal. You can recover it during that window by tapping Recently Deleted, finding the file, and tapping Recover.
Deleting from iCloud Drive removes the file from all your devices — iPhone, iPad, Mac, and iCloud.com — because they all sync to the same account. If you only want to remove it from your iPhone but keep it on other devices, you cannot do that directly. Instead, you would need to download the file to your computer, delete it from iCloud Drive, then manage copies separately.
Check your iCloud storage before deleting. Open Settings, tap your name, then iCloud to see how much space you are using. If you are near your limit, deleting old or duplicate files from iCloud Drive is often the fastest way to free space.
Clearing app cache and temporary files
App cache is data apps create while running — thumbnails, search history, temporary downloads. It is not your documents, but it takes up space. iPhone groups cache together with documents in the Storage section of Settings, which confuses many people into thinking they are the same thing.
To clear cache for a single app without deleting the app itself, go to Settings, tap General, then iPhone Storage. Find the app in the list, tap it, and tap Offload App. This removes the app but keeps your documents and login information. Then tap Reinstall App to put it back. The cache is gone, but your data inside the app remains.
If you want to delete both the app and everything inside it, tap Delete App instead of Offload App. This removes the app, all its cache, and all documents stored in that app. You can reinstall it later from the App Store, but your documents will be gone unless you backed them up.
Using iPhone's automatic storage tools
iPhone has a built-in tool called Optimize Storage that automatically removes cached versions of movies and shows from the TV app and removes photos you have backed up to iCloud Photos. Go to Settings, tap General, then iPhone Storage. Scroll down and look for Recommendations. If Optimize Storage is listed, tap it and confirm. This runs automatically and does not delete your actual files — only copies that iPhone cached locally.
Another option is Enable Automatic Downloads, which you can turn off to prevent apps from downloading updates and creating extra cache. Go to Settings, tap App Store, and turn off Automatic Downloads. This saves space but means you have to manually update apps.
Neither of these tools deletes your documents. They only remove temporary files and cached data that iPhone can recreate if needed.
Deleting email and attachments
Mail stores emails and attachments on your iPhone. To delete an email, open Mail, find the message, swipe left, and tap trash. To delete multiple emails at once, tap Edit in the top left, select the emails you want to remove, then tap Delete.
Attachments take up significant space if you receive many large files. Mail does not have a built-in tool to delete only attachments while keeping emails, so you have to delete the email itself or manually save the attachment elsewhere and then delete the email. If you use Gmail, Outlook, or another email service, you can also delete emails from the web version of that service, which sometimes offers more options.
If you use multiple email accounts on your iPhone, each one stores its own copy of emails locally. Deleting from the Mail app removes it from your iPhone but may not remove it from the email service's server, depending on your account settings. Check your email provider's website to see if deleted emails are still there.
Checking what is taking up the most space
Before you start deleting, see which apps and files are actually using space. Go to Settings, tap General, then iPhone Storage. The list shows every app ranked by size. Tap an app to see a breakdown — some show how much space documents use versus cache.
Photos and videos often use the most space. If you see a large number, open the Photos app, go to Albums, tap Recently Deleted, and permanently delete photos from there. You can also use iCloud Photos to store photos in the cloud and remove local copies from your iPhone. Go to Settings, tap Photos, then tap iCloud Photos and enable Optimize iPhone Storage. This keeps lower-resolution versions on your phone and stores full-quality versions in iCloud.
Music and podcasts also consume space quickly. Open the Music app, go to Library, find downloaded songs or albums, swipe left, and tap delete. For podcasts, open the Podcasts app, find the episode, swipe left, and tap delete.
Frequently Asked Questions
Will deleting documents from an app delete them from my other devices?
If the app uses iCloud sync — like Notes, Reminders, or Pages — deleting on your iPhone also deletes on your Mac, iPad, and iCloud.com. If the app does not sync, deletion only affects your iPhone. Check the app's settings to see if iCloud sync is turned on.
Can I recover documents after I delete them?
Some apps have a Recently Deleted or Trash folder where files stay for 30 days. Notes, Mail, and iCloud Drive all have this. Open the app and look for a Trash or Recently Deleted section. After 30 days, files are permanently removed and cannot be recovered unless you have a backup.
What happens to my documents if I offload an app?
Offloading removes the app but keeps your documents and login information. When you reinstall the app, your documents return. If you want to delete both the app and everything inside it, use Delete App instead of Offload App.
Does clearing cache delete my passwords or login information?
No. Cache is temporary data only. Passwords, login information, and your actual documents stay on your iPhone even after you clear cache. If you want to remove login information, you have to do that separately in the app's settings.
Why does iPhone show "Documents and Data" as one number in Storage?
iPhone groups app cache, temporary files, and documents together under "Documents and Data" in the Storage section. This makes it hard to see what is actually taking up space. Tap individual apps to see a breakdown of how much each one uses.