Invite others to collaborate in Keynote on Mac

To invite others to collaborate on a presentation, make sure that you’re signed in to your Apple Account, you’ve set up Keynote to use iCloud Drive and the presentation you want to share is stored in iCloud Drive.

1. Go to the Keynote app on your Mac.

2. With the presentation open, click in the toolbar.

3. If Collaborate isn’t showing in the pop-up menu at the top, click the pop-up menu, then choose Collaborate.

   

4. To change who can access the presentation, click the disclosure arrow below Collaborate, click the “Who can access” pop-up menu, then choose an option (if you can’t see these options, make sure the presentation is stored in iCloud):

   • Only invited people: Only people you invite who sign in to their Apple Account can open the presentation. People don’t need to have an Apple Account before you invite them; however, they need to create one before they can open your shared presentation.

     If you invite someone using an email address or phone number that isn’t associated with their Apple Account, they won’t be able to accept the invitation until they add the email address or phone number to their Apple Account. 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 presentation can tap or click the link to open the presentation.

5. To change who can make changes to the presentation, click the Permissions pop-up menu, then choose an option:

   • Can make changes: People can edit, print and download the shared presentation.

   • View only: People can view, print and download the shared presentation, but not edit it. They can’t reply to or delete comments in the activity list, and when they join a presentation, no notifications appear.

   Note: If you set access to “Only invited people” (in the previous step), you can change individual permission settings after you share it.

6. If you don’t want all participants to be able to invite others, deselect “Allow others to invite”.

7. Choose a method for sending the invitation to collaborate (if the presentation isn’t stored in iCloud Drive, you’re prompted to move it there):

   • Mail or Messages: Type an email address or phone number for each recipient, add a note if you want, then click Send (for Mail) or press Enter (for Messages). A link to the file is sent to each recipient.

   • Notes: To share a link to the file in the Notes app, select or type the name of the recipients, click Share Link, choose the note where you want to save it (or create a new one), add text if you want, then click Save.

   • Invite with Link: Copy the file’s link, so you can send it or post it using any internet service that’s already set up on your Mac. Type an email address or phone number for each recipient, then click Copy Link. Open the app you want to use to share the link, click where you want to paste the link, then choose Edit > Paste (from the Edit menu at the top of your screen), or press Command-V on the keyboard.

   Important: The link to the presentation that’s created when you invite participants includes the presentation’s title. If the title or content of the presentation is confidential, make sure you ask recipients not to forward the link to anyone else.

After you share a presentation, a tick appears on the Collaboration button to indicate the presentation is shared.

If you’re the owner of a presentation whose access is set to “Only invited people”, or if the owner of a shared presentation gives you permission to add people, you can invite more people to join the presentation using their Apple Account.

1. Go to the Keynote app on your Mac.

2. Do one of the following:

   • Choose File > Manage Shared Presentation (from the File menu at the top of your screen).

   • Click in the toolbar, then click Manage Shared Presentation.

   • In iCloud Drive, Control-click the file, then choose Manage Shared Presentation.

3. Click Share With More People, then choose a method for sending the invitation to collaborate:

   • Mail or Messages: Type an email address or phone number for each recipient, add a note if you want, then click Send (for Mail) or press Enter (for Messages). A link to the file is sent to each recipient.

   • Notes: To share a link to the file in the Notes app, select or type the name of the recipients, click Share Link, choose the note where you want to save it (or create a new one), add text if you want, then click Save.

   • Invite with Link: Copy the file’s link, so you can send it or post it using any internet service that’s already set up on your Mac. Type an email address or phone number for each recipient, then click Copy Link. Open the app you want to use to share the link, click where you want to paste the link, then choose Edit > Paste (from the Edit menu at the top of your screen), or press Command-V on the keyboard.

4. Click Done.

You can change the sharing settings for the new people after you send the link.

If your presentation’s access is set to “Anyone with the link”, you can invite more people to collaborate on the presentation by sending them a link that doesn’t require an Apple Account to view the presentation.

1. Go to the Keynote app on your Mac.

2. With the presentation open, click in the toolbar.

3. Choose a method for sending the link:

   • Mail or Messages: Type an email address or phone number for each recipient, add a note if you want, then click Send (for Mail) or press Enter (for Messages). A link to the file is sent to each recipient.

   • Notes: To share a link to the file in the Notes app, select or type the name of the recipients, click Share Link, choose the note where you want to save it (or create a new one), add text if you want, then click Save.

   • Share the link in another way: Click Copy Link, then click where you want to paste the link. Choose Edit > Paste (from the Edit menu at the top of your screen), or press Command-V on the keyboard.

   Important: The link to the presentation that’s created when you invite participants includes the presentation’s title. If the title or content of the presentation is confidential, make sure you ask recipients not to forward the link to anyone else.