Here's what you need
With these Apple devices and software versions, you can use iWork collaboration:
- A Mac with macOS Mojave and Pages 8.2, Numbers 6.2, or Keynote 9.2 or later
- An iPhone or iPod touch with iOS 12 and Pages 5.2, Numbers 5.2, or Keynote 5.2 or later
- An iPad with iOS 12 or iPadOS and Pages 5.2, Numbers 5.2, or Keynote 5.2 or later
With these browser versions, you can collaborate online:
- Safari 9 or later, or Google Chrome 50 or later for your Mac
- Internet Explorer 11 or later, or Google Chrome 50 or later for your Windows PC
If you have an iPhone or iPad with earlier versions of iOS or iWork apps, or if you have an Android device, you can view documents but not edit them. If collaboration features aren't available, learn what to do.
If you use Managed Apple IDs, teachers and students who are in your organization can collaborate with iWork.
Collaborate on a shared document
You can see the edits that others make in real time, hide or show editing activity, and more.
If you want to see the documents that are shared:
- On your iPhone or iPad, tap Recents or the Recents button in the document manager. Your shared documents appear at the bottom of the screen.
- On iCloud.com, click Shared in the document manager sidebar.
When editing a shared document, you can use all of the features of Pages, Numbers, and Keynote, with some exceptions.
See who's working on the document
To see who's joined the document, tap or click the Collaborate button . If you see a dot next to someone's name in list, it means they have the document open. If you want to communicate with other participants, you can add and reply to comments without leaving Pages, Numbers, or Keynote using threaded comments.
Follow someone's edits
Edits to the document appear in real time–—look for color-coded cursors, text, and object selections. Tap or click the Collaborate button , then tap or click the dot next to the person's name to see where they are editing.
Hide or show collaboration activity
You can hide or show collaboration activity at any time.
- On your Mac, choose View > Hide Collaboration Activity. Or choose View > Show Collaboration Activity.
- On your iPhone or iPad, tap the More button , then turn Collaboration Activity on or off.
- On iCloud.com on a Mac or PC, click the View button in the toolbar, then choose Hide Collaboration Activity or Show Collaboration Activity.
Edit when you're offline
On iPhone, iPad, and Mac, you can edit a shared document only when your device is connected to the Internet. If it isn't connected, or if you go offline while collaborating, the app displays an alert asking if you’d like to work on an offline copy of the document.
If you go offline while collaborating from iCloud.com, your changes won't appear for others until you reconnect to the Internet.
Change language and region settings
Your document's language and region settings match the system language and region setting of your device at the time that you invited others to collaborate. You can't use customized region formatting when you invite others to work on your document.
To change these settings, turn off collaboration, make your changes, then share the document again.
Stop sharing a document
Open the document, then tap or click the Collaborate button > Stop Sharing, then tap or click OK.
When you stop sharing, the document is removed from iCloud Drive for all participants. If you re-share the document later, the link will remain the same. If you set the document's Share Option to "Only people you invite," you will need to re-invite participants.
Features not supported with collaboration
If you need to use one of these features, stop sharing the document, make your changes, then share the document again. When you stop sharing, the document is removed from iCloud Drive for all participants. If you've restricted the document to "Only people you invite," you will need to re-invite everyone after.
These features aren't currently available when you collaborate with other participants:
Pages, Numbers, and Keynote
- Add or edit media files that are larger than 50 MB1
- Reduce File Size (File > Reduce File Size)2
- Drag rows and columns between body and header areas in tables
- Create, delete, or reorder styles
- Edit with Ruby in Asian languages
- Change document locale or use custom region formats
- Create or edit custom cell formats
- Adjust footnote settings
- Insert, cut, copy, paste, delete, duplicate, reorder, or edit sections
- Adjust EndNote settings
- Add and edit master objects
- Insert date and time smart fields
- Convert Word Processing documents to Page Layout documents and vice versa
- Edit page number settings
- Add or edit master pages
- Reapply master to page
- Create or edit forms on iPhone or iPad
- Insert smart fields
- Copy or paste table styles
- Transpose tables
- Change slide size
- Change theme
- Record a slideshow or play a previously recorded slideshow
- Add or edit a soundtrack
- Edit presenter notes while you play a slideshow
- Clear a soundtrack or delete tracks
- Clear an existing recording of a slideshow
Pages, Numbers, and Keynote for iCloud
Some features aren’t currently available when you collaborate from iCloud.com:
- If you track changes in a Pages document, you can view the document and select text, but not edit it.
- If your Pages, Numbers, or Keynote document has any vertical text, you can view an image of the document on iCloud.com, but not edit it.
- Edit objects inside groups
You can still edit documents containing tracked changes and vertical text in Pages, Numbers, and Keynote on iPhone, iPad, and Mac.
1 On iCloud.com, you can add images up to 10 MB only.
2 You can't reduce the size of a shared document, but you can reduce the size of a copy.
If collaboration isn't available
If you use Pages, Numbers, or Keynote and collaboration isn't available, you might need to update your apps on your iPhone, iPad, or Mac. Turn on automatic updates so that your apps always stay up to date. If your device is too old to update your apps, you can still collaborate online at iCloud.com using a Mac or PC.
If you want to send a copy of the document, you can send it without collaborating: