Intro to collaboration in Numbers
You can collaborate with others in real time by sharing a link to your Numbers spreadsheet. Shared spreadsheets and any changes to them are saved in iCloud, so everyone working on the spreadsheet sees the changes as they’re made.
As the owner of the spreadsheet, you choose who can:
Access the spreadsheet: Create a link that anyone can use to open the spreadsheet, or limit access to only specific people who must sign in with their Apple ID before they can open it.
Edit or only view the spreadsheet: Choose whether to give others permission to make changes to the spreadsheet or only view it.
Invite others to collaborate: Choose whether the people you invite can also invite other people to join the spreadsheet.
To invite others to collaborate on a spreadsheet, you must sign in with your Apple ID and have iCloud Drive turned on. (If you’re signed in with a Managed Apple ID and want to collaborate with someone who uses a personal Apple ID, you need to ask your IT administrator to enable sharing outside your organisation. To learn more, see About Managed Apple IDs for Business.)
Depending on the access privileges you set for a shared spreadsheet, people you invite may need to sign in with an Apple ID and have iCloud Drive turned on before they can open the spreadsheet. Or you can allow anyone with the link to open it (without an iCloud account or Apple ID). See Invite others to collaborate.
Note: If your document is stored in Box instead of iCloud, you can still collaborate using the collaboration controls in Box. See Use Box to collaborate.
Minimum system requirements
To collaborate on a shared spreadsheet, people you share with need any of the following:
A Mac with macOS 13.0 or later and Numbers 13.2 or later
An iPhone with iOS 16.0 or later and Numbers 13.2 or later
An iPad with iPadOS 16.0 or later and Numbers 13.2 or later
A Mac with macOS 13.0 or later or Windows computer and a supported browser
Anyone with an Android device, or an Apple device that doesn’t meet the minimum system requirements, can view but not edit the spreadsheet.
Note: Not all Numbers features are available for a shared spreadsheet. See the Apple Support article About collaboration for Pages, Numbers, and Keynote.
When you’re not connected to the internet, you can continue to work on a spreadsheet that’s shared with others. The next time you’re online, changes are uploaded to iCloud automatically. See Edit while offline.