Change a shared spreadsheet’s settings in Numbers for iCloud
If you’re the owner of a spreadsheet that’s shared with others, or if the owner gave you permission to add more people (requires macOS Monterey 12 or later), you can view or change the spreadsheet’s access and permission settings at any time.
If a spreadsheet’s access is set to “Only people you invite,” you can also set a different permission for each individual.
View access and permission
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.
The participant list appears. People in the list can edit the spreadsheet, unless you see View Only below their name.
If you’re the owner, a summary of the access and permission settings appears below Share Options; click Share Options to see details.
Change access for everyone
If you’re the owner of a shared spreadsheet, or if the owner gave you permission to invite others, you can change the access at any time, but everyone collaborating is affected. Here are the results of changing the setting:
From “Only people you invite” to “Anyone with the link”: The people you originally invited can still access the spreadsheet, and they don’t need to sign in to iCloud.com to do so.
From “Anyone with the link” to “Only people you invite”: The original link no longer works for anyone. Only people who receive an invitation from you and who sign in with their Apple ID can access the spreadsheet.
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.
Click Share Options, then click the “Who can access” pop-up menu and choose an option.
Anyone who has the spreadsheet open when you change this setting sees an alert, and if your change causes the person to lose access to the spreadsheet, it closes immediately. Otherwise, new settings take effect when they dismiss the alert.
Change permission for everyone
If you’re the owner of a shared spreadsheet with access set to “Only people you invite,” or if the owner gave you permission to add people, you can quickly change everyone’s permission to be the same.
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.
Click Share Options, then click the Permission pop-up menu and choose an option.
To verify someone’s permission, move the pointer over their name, then click the three dots that appear next to it.
Anyone who has the spreadsheet open when you change this setting sees an alert. New settings take effect when they dismiss the alert.
Change permission or remove access for one participant
If you’re the owner of a shared spreadsheet with access set to “Only people you invite,” or if the owner gave you permission to add people, you can change the permission for an individual without affecting the permission of others. You can also remove an individual’s access to the spreadsheet.
Note: Participants with permission to add people to the spreadsheet can’t change the permission or access of the owner.
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 the person’s name, click the three dots that appear next to it, then click an option.
Note: If you shared this spreadsheet with only one other person, you need to click Share Options to make your changes.
Anyone who has the spreadsheet open sees an alert, and the new settings take effect when they dismiss the alert.
If you choose Remove Access, the person is asked to close the spreadsheet, and it’s removed from their iCloud Drive. Any edits they made to the spreadsheet remain.