Change a shared spreadsheet’s settings in Numbers on Mac
If you share a spreadsheet with others, you can view or change its access and permission settings at any time.
Change access or permission for everyone
If you’re the owner of a shared spreadsheet with access set to “Only invited people,” or if the owner gave you permission to invite others, you can change access or permission for all participants.
Go to the Numbers app
on your Mac.In a shared spreadsheet, click
in the toolbar, then click Manage Shared Spreadsheet.Do any of the following:
To change who can access the spreadsheet, choose one of the following:
Only people you invite: The original link no longer works for anyone. Only people who receive an invitation from you and who sign in to their Apple Account can access the spreadsheet.
Anyone with the link: People you originally invited can still open the spreadsheet, along with anyone else who has the link. They don’t need to sign in with the email address or phone number you used to send the link.
To change who can make changes to the spreadsheet, choose one of the following:
Can make changes: People can edit the shared spreadsheet.
Can view only: People can view the shared spreadsheet but not edit it. They can’t reply to or delete comments in the activity list, and when they join a spreadsheet, no notifications appear.
To give all participants permission to invite others to share the spreadsheet, select the “Anyone can add more people” checkbox.
Click Done.
Change access or permission for individual participants
If you set a spreadsheet’s access to “Only invited people,” you can set a different permission for each individual.
Go to the Numbers app
on your Mac.In a shared spreadsheet, click
in the toolbar, then click Manage Shared Spreadsheet.Move the pointer over a participant’s name, then click
.Choose any of the following:
Allow to Add Other People: This participant can invite others to the spreadsheet or change the spreadsheet’s access and permission.
Can make changes: This participant can edit the shared spreadsheet.
View only: This participant can still open and read the spreadsheet, but they can no longer edit or comment.
Remove Access: The spreadsheet is removed from the participant’s iCloud Drive, and the link to the spreadsheet no longer works. Any edits they made to the spreadsheet remain.
Click Done.
Anyone who has the spreadsheet open when you change their settings receives an alert, and if your change causes the person to lose access to the spreadsheet, it closes immediately. Otherwise, the new setting takes effect when they dismiss the alert.