Invite others to collaborate in Numbers on iPad
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 11.2 or later.
Invite people to collaborate
These instructions assume that you’re signed in to your device with your Apple ID and Numbers is set up to use iCloud Drive.
Do one of the following:
If the spreadsheet is open: Tap
. If you can’t see the button, tap Edit [icon] at the top of the screen, then tap .If the spreadsheet is closed: In the spreadsheet manager or Files app, open the Numbers folder in iCloud Drive, tap Select in the top-right corner, tap the spreadsheet (a tick appears), tap Share at the bottom of the screen, then tap Add People.
Tap Share Options.
Below Who Can Access, tap 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.
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, tap 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, tap Change Password.
Below Permission, tap an option to set what others can do:
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” (in step 3), you can change permission or remove access for one participant after you share the spreadsheet.
If you have iOS 15 or iPadOS 15 or later installed and you don’t want all participants to be able to invite others, turn off “Anyone can add more people.”
Tap Add People in the top-left corner.
Tap a method for sending the link.
To send the link using a service like Twitter, that account must be set up on your device. (If you already use that account on your device, then it’s set up; if not, set it up in Settings.) To use a service that’s not listed, tap Copy Link.
Type an email address or phone number for each person.
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.
Enter any other requested information, then send or post the message.
If you chose Copy Link, tap where you want to paste the link, then tap Paste.
The link appears in the body of the email, message or post along with the spreadsheet title — make sure you don’t edit or delete it.
Important: When you tap 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.
After you share a spreadsheet, a tick appears on the Collaborate button 
to indicate the spreadsheet is shared. To see all your shared spreadsheets, tap Recents at the bottom of the spreadsheet manager.
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).
Do one of the following:
If the spreadsheet is open: Tap
, then tap Add People at the bottom of the participant list.If the spreadsheet is closed: In the spreadsheet manager or Files app, open the Numbers folder in iCloud Drive, tap Select in the top-right corner, tap the spreadsheet (a tick appears), tap Share at the bottom of the screen, then tap Add People.
Tap Share Options, then tap the permission setting 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.
Tap Send Link, then tap a method for sending the link.
The link may appear in the body of the email, message or post as a stylised graphic with the spreadsheet title—be sure not to edit or delete it.
You can change individual permission 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).
Do one of the following:
If the spreadsheet is open: Tap
.If the spreadsheet is closed: In the spreadsheet manager or Files app, open the Numbers folder in iCloud Drive, tap Select in the top-right corner, tap the spreadsheet (a tick appears), tap Share at the bottom of the screen, then tap Add People.
Tap Send Link, then tap a method for sending the link.
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.
Do one of the following:
If the spreadsheet is open: Tap
.If the spreadsheet is closed: In the spreadsheet manager or Files app, open the Numbers folder in iCloud Drive, tap Select in the top-right corner, tap the spreadsheet (a tick appears), tap Share at the bottom of the screen, then tap Add People.
Do one of the following:
Tap Copy Link (or if you’re the owner, tap Share Options, then tap Copy Link). You see this option if the spreadsheet was shared only by invitation.
Tap Send Link, then tap Copy Link. You see this option if the spreadsheet was shared with anyone who has the link.
Tap where you want to paste the link, then tap Paste.
Tip: If the spreadsheet is protected by a password, for security reasons, don’t send the password with the link.