Collaborate on a shared spreadsheet in Numbers for iCloud

When you receive a link to a shared spreadsheet, what happens when you click the link depends on the access and permission set by the owner, the version of Numbers and macOS installed on your computer, and whether you’re using iCloud Drive.

Before you begin, make sure you meet the minimum system requirements for collaborating.

1. Click (or tap, if you’re viewing the invitation on iPhone or iPad) the link in the email, message, or post you received.

   If the email address or phone number used to invite you isn’t associated with your Apple ID, follow the instructions that appear to add that email or phone number to your Apple ID.

   Note: If you don’t want to associate another email address with your Apple ID, you could instead ask the owner of the shared spreadsheet to invite you again using an email address or phone number that’s already associated with your Apple ID.

2. If asked, sign in with your Apple ID or follow any instructions that appear.

   The spreadsheet opens based on the following:

   • On a Mac: The spreadsheet opens in Numbers for iCloud or in Numbers for Mac, depending on whether iCloud Drive is set up on your Mac and you’re signed in; where you clicked the link (for example, in Mail on your Mac or on a webpage); and whether you have macOS Big Sur 11 or later and Numbers 12.1 or later on your computer.

   • On 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 iPhone with iOS 14.0 or later and Numbers 12.1 or later: The spreadsheet opens in Numbers on your device and is added to your spreadsheet manager.

   • On an iPad with iPadOS 14.0 or later and Numbers 12.1 or later: The spreadsheet opens in Numbers on your device and is added to your spreadsheet manager.

   • On an Android device, or a device without iOS 14.0, iPadOS 14.0, or later and Numbers 12.1 or later: The spreadsheet opens in a supported browser where you can view but not edit it.

1. Open the shared spreadsheet.

   If you don’t see the spreadsheet you’re looking for in the spreadsheet manager, click the link in the email, message, or post you received, and if asked, sign in with your Apple ID.

   If you can’t open the spreadsheet, see Accept an invitation to collaborate.

2. Edit the spreadsheet.

   Edits you and others make to the spreadsheet appear in real time. Cursors and selections of text and objects appear in different colors to indicate where others are currently editing. Move your pointer over a cursor to see who’s making the edit.

   

   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.

3. 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 dot to the right of the name to see where that person is working. If you don’t see a dot, the person doesn’t have the spreadsheet open.

     

   • Hide or show activity (cursors or selections in different colors): Click the View button in the toolbar, then choose Hide Collaboration Activity or Show Collaboration Activity.

If you no longer want to have access to a spreadsheet that was shared with you, you can remove yourself from the participant list.

1. 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.

2. 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.

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.