About collaboration for Pages, Numbers, and Keynote

Invite other people from your iPhone, iPad, or iPod touch

1. If your document is already open in Pages, Numbers, or Keynote,  tap , then tap Collaborate With Others. If you're in the Document Manager, tap ,  then tap Collaborate With Others. Tap the document you want to share. If the document you select hasn't downloaded to your device, it downloads now.
   
2. By default, people that you invite can edit your document. You can change share options and limit who can access it. Learn about these settings.
3. If you set Who Can Access to "Anyone with the link", and you want to add a password, tap Add Password. Type your password and hint. You and other participants need this password to open the document.
4. Tap Add People.
   
5. Tap your preferred method for sending the link. If you choose to email your invitation, type an email address or phone number for each person you want to invite.
6. Add any other information, then send or post the message.

This icon  indicates that a document is shared. The checkmark changes to show how many people have the document open (not including you).

Invite other people from your Mac

1. From Pages, Numbers, or Keynote, open the document you want to share.
   
2. In the toolbar, click  .
3. By default, people that you invite can edit your document. You can change share options and limit who can access it. Learn about these settings.
4. If you set Who Can Access to "Anyone with the link", and you want to add a password, click Add Password. Type your password and hint. You and other participants need this password to open the document.
5. Choose how you want to invite others to work on your document. If you choose to email your invitation, type an email address or phone number for each person you want to invite.
6. Add any other information, then send or post the message.

This icon  indicates that a document is shared. The checkmark changes to show how many people have the document open (not including you).

Invite other people from iCloud.com

1. If your document is already open in Pages, Numbers, or Keynote for iCloud, click  in the toolbar. If you're in the Document Manager, select a document, then click . Choose Collaborate With Others.
2. By default, people that you invite can edit your document. You can change share options and limit who can access it. Learn about these settings.
3. Choose how you want to invite others to work on your documents. If you have web-only iCloud access, you must copy the link. 
4. Click Share.

This icon  indicates that a document is shared. The checkmark changes to show how many people have the document open (not including you).

Who can view and edit your document

When you invite others to collaborate on your document, you can set restrictions on who can view and make changes to your document.

In the Who Can Access menu:

• Choose "Only people you invite" if you want only specific participants to access the document. To open it, 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.
• Choose "Anyone with the link" if you want anyone who has the link to the shared document to be able to open it.

In the Permissions menu: 

• Choose  "Can make changes" if you want anyone who can access the document to be able to edit and print it.
• Choose "View only" if you want anyone who can access the document to be able to view and print, but not edit it. 

You can change share options at any time by clicking or tapping the Collaborate button, then choosing Share Options.

See who's working on the document

Tap or click  to open the participant list. You can see who has joined the document, and who is currently editing or viewing it.

Follow someone's edits

Edits that you and others make to the document appear in real time. Look for colored cursors and colored selections of text and objects to see what others are currently editing. Tap or click the colored dot next to the person's name in the participant list to jump to their cursor. If you don't see a colored dot, that person has the document open, but isn't editing.

Hide or Show collaboration activity

You can hide or show collaboration activity at any time.

• On your Mac, Choose View > Hide Collaboration Activity or View > Show Collaboration Activity.
• On your iPhone, iPad, or iPod touch, tap , then turn Collaboration Activity on or off.
• On iCloud.com on a Mac or PC, click  in the toolbar, then choose Hide Collaboration Activity or Show Collaboration Activity.

Edit when you're offline

On Mac and iOS, you can only open a shared document when your device is connected to the Internet. If you aren’t connected, or if you go offline while collaborating, the app displays an alert asking if you’d like to work on an offline copy of the document. 

If you go offline while collaborating from iCloud.com, your changes won't appear for others until you reconnect to the Internet.

Language and region settings

Your document’s language and region settings match the system language and region setting of your device at the time you invited others to collaborate. You can't use customized region formatting when you invite others to work on your document.

To update these settings, turn off collaboration, make your changes, then share the document again. Learn more about features supported when collaborating.