Invite others to collaborate on a spreadsheet in Numbers for iCloud

1. Do one of the following:

   • With the spreadsheet open: Click the Collaborate button in the toolbar.

     

   • In the spreadsheet manager: Select a spreadsheet, click the More button , then choose Collaborate With Others.

2. Click the “Who can access” pop-up menu, then choose an option:

   

   • Only people you invite: Only people who sign in with an Apple ID can open the spreadsheet. People don’t need to have an Apple ID before you invite them; however, they need to create one before they can open your shared spreadsheet.

     If you invite someone using an email address or phone number that isn’t associated with their Apple ID, they won’t be able to accept the invitation until they add the email address or phone number to their Apple ID. Instructions are provided when they tap or click the link in the invitation.

   • Anyone with the link: Anyone with the link to the shared spreadsheet can click the link to open the spreadsheet. To protect it with a password, click Add Password.

     If this spreadsheet already has a password, it applies to the shared spreadsheet as well, so you don’t need to enter a new one. If you want to change it, click Change Password.

3. Click the Permission pop-up menu, then choose an option:

   

   • Can make changes: People can edit, print, and download the shared spreadsheet.

   • View only: People can view, print, and download the shared spreadsheet but not edit it.

   If you set the access to “Only people you invite” (in step 2), you can change individual permission settings after you share the spreadsheet.

4. If you have macOS 12 or later installed, and you don’t want participants to be able to invite others, deselect the checkbox next to “Anyone can add more people.”

5. Choose a method for sending the link:

   

   Note: If you have web-only iCloud access, you can’t email the link; you can only copy it.

   • Email: Click the Email button, click Share, then type one or more email addresses in the address field. When you’re done, click Send in the top-right corner of the email.

   • Share the link in another way: Click Copy Link, then do any of the following:

     • If the spreadsheet’s access is set to “Only people you invite”: Enter the email addresses or phone numbers, then click Share. Copy the link that appears, then paste it in whichever app you want to use to share it (for example, a text message or chat).

     • If the spreadsheet’s access is set to “Anyone with the link”: Click Share, copy the link that appears, then paste it in whichever app you want to use to share it (for example, a text message or chat).

     Important: When you click Share, a link to the spreadsheet (which includes its title) is created on iCloud.com. If the title or content of the spreadsheet is confidential, be sure to ask recipients not to forward the link to anyone else.

After you share a spreadsheet, a checkmark appears on the Collaborate button to indicate the spreadsheet is shared.

If you’re the owner of a spreadsheet whose access is set to “Only people you invite,” or if the owner of a shared spreadsheet gave you permission to add more people (requires macOS Monterey 12 or later), you can invite more people at any time.

1. Do one of the following:

   • With the spreadsheet open: Click the Collaborate button in the toolbar, then click Add People.

     

   • In the spreadsheet manager: Click Shared (on the left), then select the spreadsheet. Click the More button , choose Collaboration Details, then click Add People.

2. Click the Permission pop-up menu, then set the permission for the new people.

   This setting affects only the new people you’re about to invite; it doesn’t change the permission of those you’ve already invited.

3. Click Email or Copy Link.

   Note: If you have web-only iCloud access, you can’t email the link; you can only copy it.

For details on setting the spreadsheet’s permission or sending the link, “Invite people to collaborate,” above.

If your spreadsheet access is set to “Anyone with the link,” you can give new people access to the spreadsheet simply by sending them the spreadsheet link.

1. Do one of the following:

   • With the spreadsheet open: Click the Collaborate button in the toolbar, then click Send Link.

     

   • In the spreadsheet manager: Click Shared (on the left), then select the spreadsheet. Click the More button , choose Collaboration Details, then click Send Link.

2. Click Email or Copy Link, click Share, then enter the new email addresses or copy and paste the link in the app you want to use to share it.

   Note: If you have web-only iCloud access, you can’t email the link; you can only copy it.

   For details on sending the link, see “Invite people to collaborate,” above.

If you’re the owner of a shared spreadsheet, or if you’re collaborating on a spreadsheet whose access is set to “Anyone with the link,” you can copy the shared spreadsheet link and paste it somewhere else. You might want to do this, for example, to save the link where you can easily access it.

1. View the spreadsheet’s collaboration details by doing 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. Do one of the following:

   • If you’re the owner and the spreadsheet access is set to “Only people you invite”: Click Share Options, then click Copy Link.

   • If the spreadsheet access is set to “Anyone with the link”: Click Send Link, click Copy Link, then click Continue.

3. Copy and paste the link in whichever app you want to use to share it.