About collaboration for Pages, Numbers, and Keynote

Invite others to your documents and work on them together in real time. Collaboration is built into Pages, Numbers, and Keynote on iPhone, iPad, iPod touch, Mac, and online at iCloud.com.

To collaborate on your iPhone, iPad, or Mac, you'll need an iPhone, iPad, or Mac with iOS 12, iPadOS, or macOS Mojave or later, and Pages, Numbers, or Keynote version 10.1. 

To collaborate using Pages, Numbers, or Keynote online at iCloud.com, you'll need Safari 9.1.3 or later or Google Chrome for your Mac. For PC you'll need Google Chrome or Microsoft Edge.

Invite others to collaborate

When you invite people to collaborate on a document, spreadsheet, or presentation, you send an iCloud.com link to them. Up to 100 people can view and edit a shared document at the same time.

The name of the document is included in the URL. If the title or content of the document is confidential, make sure to ask participants not to forward the link to anyone else.

You can also invite others to collaborate on Pages, Numbers, or Keynote documents by sharing a folder in iCloud Drive. When you share a folder, any Pages, Numbers, or Keynote documents in the shared folder automatically become collaborative documents. 

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 for iPhone, iPad, or Mac to reduce the document's size to less than 2 GB before inviting others.

Invite people from iPhone or iPad

  1. Sign in to iCloud on your device, then turn on iCloud Drive for Pages, Numbers, and Keynote.
  2. You can share with the document open or from the document manager
    • With the document open, tap the Collaborate button  in the toolbar.
    • From the document manager, tap Browse, tap Select, then tap the document you want to share. Tap the Share button , then tap Add People. The document might have to download to your device first.
  3. To set restrictions on who can view and change your document, tap Share Options, then choose an option. By default, people who you invite can edit your document.
  4. Tap your preferred method for sending the link.
  5. Add any other information, then send or post the message.

The Collaborate button  appears at the top of your document with a checkmark. This icon also shows how many people have the document open, not including you.

Invite people from your Mac

  1. Sign in to iCloud on your device, then turn on iCloud Drive for Pages, Numbers, and Keynote.
  2. Open the Pages, Numbers, or Keynote document that you want to share.
  3. Click the Collaborate button  in the toolbar.
  4. To set restrictions on who can view and change your document, click Share Options, then choose an option. By default, people that you invite can edit your document.
  5. Choose how you want to invite others to work on your document.
  6. Click Share, then send or post the message. 

The Collaborate button  appears at the top of your document with a checkmark. This icon also shows how many people have the document open, not including you.

Invite people from iCloud.com

  1. Sign in to iCloud.com with your Apple ID, then open Pages, Numbers, or Keynote.
  2. Open the document that you want to share.
  3. Tap or click the Collaborate button  in the toolbar.
  4. To set restrictions on who can view and change your document, click Share Options. By default, people that you invite can edit your document.
  5. Choose how you want to invite others to work on your documents. If you have web-only iCloud access, you must copy the link. 
  6. Click Share, then send or post the message. 

The Collaborate button  appears at the top of your document with a checkmark. This icon also shows how many people have the document open, not including you.

Restrict a document

If you restrict your document so that only people you invite can collaborate, they must sign in to iCloud or iCloud.com with their Apple ID.

  1. Tap or click the Collaborate button .
  2. Choose Share Options, then select any of 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."

You can change Share Options at any time. To change Share Options, click or tap the Collaborate button , then make the changes you want.

Set a password

You can also assign a password to a document so that only those who know the password can open the document:

  • On your Mac, choose File > Set Password, enter the password and a hint, then click Set Password.
  • On your iPhone or iPad, with the document open, tap the More button , tap Set Password, enter the requested information, then tap Done.
  • Online at iCloud.com, click the Tools button , click Set Password, enter the password and a hint, then click Set Password.

If you chose the "Only people you invite" Share Option, only those with permission to edit can add, change, and delete the document's password. Otherwise, only you can modify the password.


Collaborate on a shared document

You can see the edits that others make in real time, hide or show editing activity, and more. 

If you want to see the documents that are shared:

  • On your iPhone or iPad, tap Recents or the Recents button  in the document manager. Your shared documents appear at the bottom of the screen.
  • On iCloud.com, click Shared in the document manager sidebar.

When editing a shared document, you can use all of the features of Pages, Numbers, and Keynote, with some exceptions

See who's working on the document

To see who's joined the document, tap or click the Collaborate button . If you see a dot next to someone's name in list, it means they have the document open. Tap or click the dot to see where they are editing.

If you want to communicate with other participants, you can add and reply to comments without leaving Pages, Numbers, or Keynote using threaded comments.

Edit while offline

If you're not connected to the internet, you can still edit a shared document. Edits you make offline are saved for at least 30 days and upload to iCloud automatically when you go back online. Other participants will see your changes once your changes have uploaded. You can check the sync status of your document from the document manager on iPhone or iPad, or by choosing View > Show Sync Status on a Mac.

To send a copy of the document with your changes to someone else before your changes are uploaded, tap the More button  on iPhone or iPad or click Share on Mac, then choose Send a Copy. If you attach a document from the Files app (on iPhone or iPad) or the Finder (on Mac), your changes won't be included. If someone you're collaborating with deletes an object, Keynote slide, or Numbers sheet you’ve edited offline, those edits won't be in the document when you’re back online and the document syncs with iCloud.


Stop sharing a document

Open the document, then tap or click the Collaborate button  > Stop Sharing, then tap or click OK.

When you stop sharing, the document is removed from iCloud Drive for all participants. If you re-share the document later, the link will remain the same. If you set the document's Share Option to "Only people you invite," you will need to re-invite participants.


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

  • Add or edit media files that are larger than 50 MB.1
  • Reduce File Size (File > Reduce File Size).2
  • 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.

Pages

  • Adjust footnote settings.
  • Insert, cut, copy, paste, delete, duplicate, reorder, or edit sections.
  • Adjust EndNote settings.
  • Add and edit master 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 master pages.
  • Reapply master to page.

Numbers

  • Create or edit forms on iPhone or iPad.
  • Insert smart fields.
  • Copy or paste table styles.
  • Transpose tables.

Keynote

  • 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.

1 On iCloud.com, you can add images up to 10 MB only.

2 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:

  • On your Mac, go to Share > Send a Copy.
  • On your iPhone or iPad, tap More button  > Share. 
  • On iCloud.com, click the Tools button  > Send a Copy.


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