Get started with collaboration
You can use iWork collaboration on these devices:
- A Mac with macOS Sierra and Pages 6.0, Numbers 4.0, or Keynote 7.0 or later
- An iPhone, iPad, or iPod touch with iOS 10 and Pages 3.0, Numbers 3.0, or Keynote 3.0 or later
- A Mac with Safari 6.0.3 or later, or Google Chrome 27.0.1 or later
- A Windows PC with Internet Explorer 11 or later, or Google Chrome 27.0.1 or later
To invite others to collaborate you must be signed in to iCloud on your device and have iCloud Drive turned on. If you’re using a web browser, sign in to iCloud.com and open the iWork app you want to use.
If you have an iPhone, iPad, or iPod touch with earlier versions of iOS or iWork apps, or if you have an Android device, you can view documents but not edit them.
If you are using Pages, Numbers, or Keynote and collaboration isn't available, you might need to update your apps on your iPhone, iPad, iPod touch, or Mac. Turn on automatic updates so your apps always stay up to date.
If you're trying to send a copy of the document, you can send it without collaborating. On your Mac, go to Share > Send a copy. You can also add a shortcut to the toolbar by right-clicking on the toolbar, then select Customize Toolbar. Drag the “Send a Copy Button” into the toolbar. On your iPhone, iPad, or iPod touch, tap > Send a Copy. On iCloud.com, click > Send a Copy.
Collaborate on a shared document
You can see the edits made by others in real time, hide or show editing activity, and more.
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.
Features supported when you collaborate
When you’re collaborating with others, you have access to all of the features of Pages, Numbers and Keynote with some exceptions.
If you need to use one of these features on Mac or iOS, 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 set Who Can Access to "Only people you invite," you will need to re-invite everyone after.
These features aren't currently available when you're collaborating with other participants:
Pages, Numbers, and Keynote
- Edit objects inside groups
- Add or edit media files larger than 50 MB*
- Replace All (in Find & Replace)
- Reduce File Size (File > Advanced > Reduce File Size)
- Drag rows and columns between body and header areas in tables
- Create, delete, or reorder styles
- Edit with Ruby in Asian languages
- Change document locale or use custom region formats
- Some volatile functions, such as TODAY() and NOW(), won't update automatically when a shared document is opened. This might prevent conditional highlighting on table cells from updating until after the document is edited.
- Creating and editing custom cell formats
*On iCloud.com, you can only add images up to 10 MB.
- Insert and edit tables of contents
- Adjust footnote settings
- Insert, cut, copy, paste, delete, duplicate, reorder or edit sections
- Adjust document and section settings
- 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
- Adjust margins
- Use change tracking*
*Change tracking is only supported on Mac and iOS. If you're using iCloud.com, and change tracking is turned on, you will be able to view the document, but not edit it.
- Create or edit forms on iOS
- Insert smart fields
- Copy or paste table styles
- Transpose tables
- Duplicate sheets
- Cut, copy, or paste sheets
- Adjust Print Preview settings
- Change slide size
- Add, view, or edit master slides
- Reapply master to slides or objects
- Change theme
- Record a slideshow or play a previously recorded slideshow
- Add or edit a soundtrack
- Edit presenter notes while playing a slideshow
- Clear a soundtrack or delete tracks
- Clear an existing recording of a slideshow
Stop sharing a document
When you scroll through the Document Manager, you will see a green badge on any share document. Open the document, then tap or click > 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 Who Can Access to "Only people you invite," you will need to re-invite participants.
*If others are editing the document, the collaboration icon might have a number rather than a checkmark.