Collaborate on a shared spreadsheet in Numbers for iCloud
Whether you’re the owner of a shared spreadsheet or have been invited to collaborate, you can see the edits made by others in real time, hide or show editing activity, and more.
The number of people editing or viewing the spreadsheet (not including you) appears beside the Collaborate button in the toolbar, and their names (or email addresses or phone numbers) appear in the participant list.
Accept an invitation to collaborate
Click (or tap, if you’re viewing the invitation on iPhone or iPad) the link in the email, message, or post you received.
If you’re asked, sign in and follow any instructions that appear.
The spreadsheet opens based on the following:
If you click the link on a Mac: The spreadsheet opens in Numbers for iCloud or in Numbers for Mac. See the minimum system requirements in the Intro to collaboration in Numbers for iCloud.
In iCloud.com on a Mac or Windows computer: If you’re signed in to iCloud.com, the spreadsheet opens in Numbers for iCloud, and it’s added to your spreadsheet manager and to iCloud Drive.
On an iOS device with iOS 12 or later or iPadOS and Numbers 5.2 or later: The spreadsheet opens in Numbers on your device and is added to your spreadsheet manager.
On an Android device, or an iOS device without iOS 12 or later or iPadOS and Numbers 5.2 or later: The spreadsheet opens in a browser where you can view but not edit it.
If you’re having trouble accepting an invitation, make sure you meet the iCloud and system requirements.
Collaborate on a shared spreadsheet
Open the shared spreadsheet.
If you can’t open the spreadsheet, see Accept an invitation to collaborate.
Edit the spreadsheet.
Edits you and others make to the spreadsheet appear in real time. Colored cursors and colored selections of text, objects, and table cells indicate where others are currently editing.
Note: If a shared spreadsheet uses the formatting conventions of a language other than your primary language, a message near the bottom of the spreadsheet indicates which formatting is being used.
Do any of the following:
See who’s working in the spreadsheet: Click the Collaborate button in the toolbar to see the participant list which shows who has joined the spreadsheet and who is currently editing or viewing it.
If you’re the owner and the access is set to “Only people you invite,” you see the email address or phone number (instead of the name) for people you’ve invited but who haven’t yet opened the spreadsheet.
Follow someone’s edits: Click the colored dot to the right of the name to see where that person is working. If you don’t see a colored dot, the person doesn’t have the spreadsheet open.
Hide or show activity (colored cursors or selections): Click the View button in the toolbar, then choose Hide Collaboration Activity or Show Collaboration Activity.
Opt out of a shared spreadsheet
If you no longer want to have access to a spreadsheet that was shared with you, you can remove yourself from the participant list.
Do one of the following:
With the spreadsheet open: Click the Collaborate button in the toolbar.
In the spreadsheet manager: Click Shared (on the left), then select the spreadsheet. Click the More button , then choose Collaboration Details.
Move the pointer over your name, click the three dots that appear, then choose Remove Me.
Removing your access removes your name from the participant list and removes the spreadsheet from your iCloud Drive. If you later want to access the spreadsheet again, click the original link to open it.
Locate spreadsheets others have shared with you
Try the following:
Find the shared spreadsheet link that was sent to you (in the original email or text, for example), then click it.
If you’ve opened the spreadsheet before, click Shared on the left side of the spreadsheet manager, then look for the spreadsheet. If there are more shared spreadsheets than fit in the current view, click See All in the upper right.
If you delete a shared spreadsheet from the spreadsheet manager and later want to see it again, just click the link you originally received. As long as the spreadsheet is still being shared by its owner, the spreadsheet reappears in the spreadsheet manager.