Intro to collaboration in Numbers
You can collaborate with others in real time by sharing a link to your Numbers spreadsheet. Since shared spreadsheets and any changes to them are saved in iCloud, people working in the spreadsheet can see the changes as they’re made.
As the owner of the spreadsheet, you control who has access to it and what those users can do:
Spreadsheet access: You can send a link that anyone can use to open the spreadsheet. Or you can invite specific people who must be signed in with their Apple ID to open the spreadsheet.
Editing permission: You can choose whether others can make changes to the spreadsheet or only view it. You can also choose whether participants can invite others to collaborate on the spreadsheet.
You can change access and permission settings or stop sharing a spreadsheet at any time.
To invite others to collaborate on a spreadsheet, you must sign in with your Apple ID and have iCloud Drive turned on.
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.
Minimum system requirements
To view or edit a shared spreadsheet, people you share it with need any of the following:
A Mac with macOS Big Sur 11 or later and Numbers 12.1 or later
An iPhone with iOS 14 or later and Numbers 12.1 or later
An iPad with iPadOS 14 or later and Numbers 12.1 or later
A Mac or Windows computer with a supported browser
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.
Anyone with an Android device, or an iPhone or iPad that doesn’t meet the minimum system requirements, can view but not edit the spreadsheet.
When you’re not connected to the internet, you can continue to work on a spreadsheet that’s shared with others. The next time you’re online, changes are uploaded to iCloud automatically. See Edit while offline.
Note: Not all Numbers features are available for a shared spreadsheet. See the Apple Support article About collaboration for Pages, Numbers, and Keynote.
If your spreadsheet is stored in Box instead of iCloud, you can still collaborate using the collaboration controls in Box. See the Apple Support article on using iWork with Box.