Invite others to collaborate in Numbers on Mac
You can invite others to work with you on a spreadsheet in real time by sending them a link to it. Everyone working on the spreadsheet can see changes as they’re made.
By default, only the people you invite to collaborate on the document can access and make changes to it. You can also change permissions to allow:
Anyone who has the link to access the document.
View-only permission, so others cannot make changes.
Note: If you want to allow participants to invite others, you and those participants need macOS Monterey 12 or later, iOS 15 or later or iPadOS 15 or later with Numbers 12.1 or later.
Invite people to collaborate
These instructions assume that you’re signed in on your computer with your Apple ID and Numbers is set up to use iCloud Drive.
Click in the Numbers toolbar.
If the spreadsheet isn’t stored in iCloud Drive, you see a prompt to move it there.
Click the “Who can access” pop-up menu, then choose an option:
People you invite: Only people you invite who sign in with an Apple ID can open the spreadsheet. People don’t need to have an Apple ID before you invite them; however, they need to create one before they can open your shared spreadsheet.
If you invite someone using an email address or phone number that isn’t associated with their Apple ID, they won’t be able to accept the invitation until they add the email address or phone number to their Apple ID. Instructions are provided when they tap or click the link in the invitation.
Anyone with the link: Anyone who has the link to the shared spreadsheet can tap or click the link to open the spreadsheet. To protect it with a password, click Add Password.
If this spreadsheet already has a password, it applies to the shared spreadsheet as well, so you don’t need to enter a new one. If you want to change it, click Change Password.
Click the Permission pop-up menu, then select an option:
Can make changes: People can edit and print the shared spreadsheet.
View only: People can view and print the shared spreadsheet but not edit it.
If you set access to “People you invite,” you can change individual permission settings after you share the spreadsheet.
If you have macOS 12 or later installed, and you don’t want all participants to be able to invite others, deselect the tick box next to “Anyone can add more people”.
Click a method for sending the link:
Mail or Messages: Click Share, then type one or more email addresses or phone numbers. Add any information you want to include, then click Send.
An internet service: To send the link using a service like Twitter, the account must already be set up on your Mac. Click the button for the service, then do one of the following:
If document access is set to “People you invite”: Enter the email addresses or phone numbers of people you want to invite, then click Share. Add any information you want to include, then click Post.
If spreadsheet access is set to “Anyone with the link”: Click Share, enter the email addresses or phone numbers (if requested), then send or post the link.
Note: To set up a service, choose Apple menu > System Preferences, then click Internet Accounts. To use a service that’s not listed, click Copy Link, open the app where you want to share it, then select Edit > Paste or press Command-V on your keyboard.
Important: When you click Share, a link to the spreadsheet (which includes its title) is created on iCloud. If the title or content of the spreadsheet is confidential, make sure you ask recipients not to forward the link to anyone else.
The link appears in the body of the email, message or post along with the spreadsheet title — be sure not to edit or delete it.
After you share a spreadsheet, a tick appears on the Collaborate button to indicate the spreadsheet is shared.
Invite more people
If you’re the owner of a shared spreadsheet whose access is set to “People you invite” or, if the owner of a shared spreadsheet gave you permission to add more people, you can invite more people.
Note: If the spreadsheet access is set to “Anyone with the link”, you can’t invite new people as described in this task. Instead, simply send them the link (see the next task).
Click in the toolbar, then click Add People at the bottom of the participant list.
Click the Permission pop-up menu, then set permission for the new people.
This setting affects only the new people you’re about to invite; it doesn’t change the permission of those you’ve already invited.
Click a method for sending the link, then click Continue.
The link may appear in the body of the email, message or post as a stylised graphic with the spreadsheet title — make sure not to edit or delete it.
You can change individual permissions for the new people after you send or post the link.
For details on setting permissions and sending the link, see “Invite people to collaborate”, above.
Send the link to more people
If your spreadsheet access is set to “Anyone with the link”, you can give new people access to the spreadsheet simply by sending them the spreadsheet link.
Note: If the spreadsheet access is set to “People you invite” you add new people by sending them an invitation to collaborate (see the task above).
Click in the toolbar, then click Send Link.
Click a method for sending the link, then click Continue.
Address the email, message or post, then send or post the link.
For details on sending the link, see “Invite people to collaborate”, above.
Copy and paste the link
Any participant can copy a link to a spreadsheet and paste it somewhere else. You might want to do this, for example, to save the link where you can easily access it.
If the owner limited access to only people they invite, the link only works for invited participants.
Click in the toolbar, then do one of the following:
Click Copy Link (or if you’re the owner, click Share Options, then click Copy Link). You see this option if the spreadsheet was shared only by invitation.
Click Send Link, click Copy Link, then click Continue. You see this option if the spreadsheet was shared with anyone who has the link.
Click where you want to paste the link, then select Edit > Paste (from the Edit menu at the top of your screen), or press Command-V on your keyboard.
Tip: If the spreadsheet is protected by a password, for security reasons don’t send the password with the link.