With collaboration in Pages, Numbers, and Keynote, invite others to collaborate on a document, set permissions for the document, see who’s worked on the document and a summary of the changes they’ve made, and communicate with participants from within the app.
You can also work with shared documents online at iCloud.com.
Invite others to collaborate
When you invite people to collaborate on a document, spreadsheet, or presentation, you send a link to them. Up to 100 people can view and edit a shared document at the same time.
To start collaborating, sign into iCloud on your device, then turn on iCloud Drive for Pages, Numbers, and Keynote. With your document open, click or tap the Share button in the toolbar, choose Collaborate from the pop-up menu, then choose how you want to invite others.
People you invite can open and view a shared document of any size. If your document is larger than 2 GB and you want those you invite to be able to edit it, use Pages, Numbers, or Keynote to reduce the document's size to less than 2 GB before inviting others.
To set permissions for who can view, edit, and invite others to collaborate on your document, click or tap the pop-up menu below the Collaborate pop-up menu.
You can set the following options:
- If you want only specific participants to access the document, choose “Only people you invite.” To open the shared document, those participants must sign in to iCloud or iCloud.com with an Apple ID. If they don't have an Apple ID, they can create an Apple ID after you share the document with them.
- If you want anyone who has the link to the shared document to be able to open it, choose “Anyone with the link.”
- If you want anyone who can access the document to be able to edit and print it, choose “ Can make changes.”
- If you want anyone who can access the document to be able to view and print, but not edit it, choose “View only.”
- Deselect “Anyone can add more people” if you don't want participants to be able to invite others to collaborate.
Collaborate on a shared document
After you open the document, you can see the edits made by others in real time and what they’ve done recently. Depending on your device, the number of people editing or viewing the document appears on the Collaborate button in the toolbar, which appears after you invite others. You can also view a list of participants by clicking or tapping the Collaborate button.
When editing a shared document, you can use all of the features of Pages, Numbers, and Keynote, with some exceptions.
See the latest activity
Tap or click the Collaborate button in the toolbar to see what’s happened since the last time you visited the document. You can also start communication with participants from within the app and change activity settings.
- Click or tap Show All Activity to see who’s worked on the document and a summary of the changes they’ve made. Click or tap the disclosure arrow to see more detailed changes, such as edits made by one participant in several different places. Or tap an activity to show where the change was made. Unread activities are highlighted, and tapping a highlighted activity will mark all unread activities as read.
- Click or tap a name in the participant list to jump to where they are currently working in the document.
- To turn notifications on or off for when new people join, make edits, or make comments, click or tap Activity Settings.
- To start communication with participants from within Pages, Numbers, or Keynote, click or tap the message button to start a Messages conversation, or tap or click the audio or video button to start a FaceTime call.
Change a shared document’s settings
To change permissions after you’ve shared your document, click or tap the Collaborate button in the toolbar, then click or tap Manage Shared Document, Presentation, or Spreadsheet, depending on the iWork app you’re using. You can change access and permissions, as well as stop sharing.
Collaborate using Pages, Numbers, and Keynote online at iCloud.com
You can invite, set permissions, and collaborate with others on documents using Pages, Numbers and Keynote online at iCloud.com.
Features not supported with collaboration
If you need to use one of these features, stop sharing the document, make your changes, then share the document again. When you stop sharing, the document is removed from iCloud Drive for all participants. If you've restricted the document to "Only people you invite," you will need to re-invite everyone after.
These features aren't currently available when you collaborate with other participants:
Pages, Numbers, and Keynote
- Reduce File Size (File > Reduce File Size).*
- Drag rows and columns between body and header areas in tables.
- Create, delete, or reorder styles.
- Edit with Ruby in Asian languages.
- Create or edit custom cell formats.
- Replace every instance of a font in a document.
- Adjust footnote settings.
- Insert, cut, copy, paste, delete, duplicate, reorder, or edit sections.
- Adjust EndNote settings.
- Add and edit section layout objects.
- Insert date and time smart fields.
- Convert Word Processing documents to Page Layout documents and vice versa.
- Edit page number settings.
- Add or edit page templates.
- Reapply a page template to a page.
- Insert smart fields.
- Copy or paste table styles.
- Transpose tables.
- Change slide size.
- Change theme.
- Record a slideshow or play a previously recorded slideshow.
- Add or edit a soundtrack.
- Edit presenter notes while you play a slideshow.
- Clear a soundtrack or delete tracks.
- Clear an existing recording of a slideshow.
Pages, Numbers, and Keynote for iCloud
Some features aren’t currently available when you collaborate from iCloud.com:
- If you track changes in a Pages document, you can view the document and select text, but not edit it.
- If your Pages, Numbers, or Keynote document has any vertical text, you can view an image of the document on iCloud.com, but not edit it.
- Edit objects inside groups.
You can still edit documents containing tracked changes and vertical text in Pages, Numbers, and Keynote on iPhone, iPad, and Mac.
* You can't reduce the size of a shared document, but you can reduce the size of a copy.
If collaboration isn't available
If you use Pages, Numbers, or Keynote and collaboration isn't available, you might need to update your apps on your iPhone, iPad, or Mac. Turn on automatic updates so that your apps always stay up to date. If your device is too old to update your apps, you can still collaborate online at iCloud.com using a Mac or PC.
If you want to send a copy of the document, you can send it without collaborating. Click or tap the Share button, choose Send Copy from the pop-up menu, then choose how you want to send the document.
Minimum system requirements and iCloud requirements for collaboration
To view or edit a shared document, and invite others to participate in the presentation, you and the people you share it with need any of the following:
- A Mac with macOS Monterey 12 or later and Pages, Numbers, or Keynote 12.2 or later.
- An iPhone with iOS 15 or later and Pages, Numbers, or Keynote 12.2 or later.
- An iPad with iPadOS 15 or later and Pages, Numbers, or Keynote 12.2 or later.
Pages, Numbers, and Keynote for iCloud works with a Mac or PC using Safari 11.1.2 or later, Google Chrome, or Microsoft Edge.
For detailed information on collaboration in the iWork app you’re using, see the user guide for your app and platform:
- In the iWork apps on Mac, choose Help from the menu, then choose Pages, Numbers, or Keynote Help.
- In the iWork apps on iPhone or iPad, tap the More button , then tap Help.