Get started with collaboration
You can use iWork collaboration1 on these devices:
- A Mac with macOS Sierra and Pages 6.3.1, Numbers 4.3.1, or Keynote 7.3.1 or later
- An iPhone, iPad, or iPod touch with iOS 11 and Pages 3.3.1, Numbers 3.3.1, or Keynote 3.3.1 or later
- A Mac with Safari 9 or later, or Google Chrome 50 or later
- A Windows PC with Internet Explorer 11 or later, or Google Chrome 50 or later
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.
1 If you use 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 that your apps always stay up to date. If your device is too old to install the versions of macOS, iOS, or iWork listed above, you can collaborate on iCloud.com using a Mac or PC. If you use Managed Apple IDs, teachers and students who are in your organization can collaborate with iWork.
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. To add a shortcut to the toolbar, Control-click the toolbar, then select Customize Toolbar. Drag the Send a Copy item into the toolbar. On your iPhone, iPad, or iPod touch, tap > Share. On iCloud.com, click > Send a Copy.
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, iPad, or iPod touch, tap Recents or in the document manager. Your shared documents appear at the bottom of the screen.
- On iCloud.com, click Shared in the document manager sidebar.
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. If you want to communicate with other participants, you can add and reply to comments without leaving Pages, Numbers, or Keynote. Learn more about threaded comments.
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 choose 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 edit a shared document only when your device is connected to the Internet. If it isn'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 that 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 that are supported when you collaborate.
Features that are supported when you collaborate
When you collaborate 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 collaborate with other participants:
Pages, Numbers, and Keynote
- Edit objects inside groups
- Add or edit media files that are larger than 50 MB2
- 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.
- Create or edit custom cell formats
- Insert and edit tables of contents
- Adjust footnote settings
- Insert, cut, copy, paste, delete, duplicate, reorder, or edit sections
- Adjust 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
- Use change tracking3
- Create or edit forms on iOS
- Insert smart fields
- Copy or paste table styles
- Transpose tables
- Cut, copy, or paste sheets
- 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 you play a slideshow
- Clear a soundtrack or delete tracks
- Clear an existing recording of a slideshow
2 On iCloud.com, you can add images up to 10 MB only.
3 Change tracking is supported on Mac and iOS only. If you're using iCloud.com, and change tracking is turned on, you can view the document, but not edit it.
Stop sharing a document
Open the document, then tap or click > Stop Sharing, then tap or click OK.4
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.
4 If others are editing the document, the collaboration icon might have a number rather than a checkmark.