About collaboration for Pages, Numbers, and Keynote

Invite others to your documents and work on them together in real time. Collaboration is built into the iWork apps on iPhone, iPad, iPod touch, Mac, and iCloud.com.

Here's what you need

With these Apple devices and software versions, you can use iWork collaboration:

  • A Mac with macOS Mojave and Pages 8.2, Numbers 6.2, or Keynote 9.2 or later
  • An iPhone or iPod touch with iOS 12 and Pages 5.2, Numbers 5.2, or Keynote 5.2 or later
  • An iPad with iOS 12 or iPadOS and Pages 5.2, Numbers 5.2, or Keynote 5.2 or later

With these browser versions, you can collaborate online:

  • Safari 9 or later, or Google Chrome 50 or later for your Mac
  • Internet Explorer 11 or later, or Google Chrome 50 or later for your Windows PC

If you have an iPhone or iPad with earlier versions of iOS or iWork apps, or if you have an Android device, you can view documents but not edit them. If collaboration features aren't available, learn what to do.

If you use Managed Apple IDs, teachers and students who are in your organization can collaborate with iWork.

Invite others to collaborate

When you invite people to collaborate on a document, spreadsheet, or presentation, the app creates an iCloud.com link for you to send to them. If you set restrictions so that only people you invite can collaborate on your document, they must sign in to iCloud or iCloud.com with their Apple ID. 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.

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 your iPhone or iPad

  1. Sign in to iCloud on your device and turn on iCloud Drive for Pages, Numbers, and Keynote.
  2. If your document is already open in Pages, Numbers, or Keynote, tap the Collaborate button  in the toolbar. If you're in the document manager, tap Browse, tap Select, then tap the document you want to share. Tap the Share button , then tap Add People. If the document you selected hasn't downloaded to your device, it downloads now.
  3. To set restrictions on who can view and change your document, tap Share Options, then choose an option. By default, people that 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 icon  appears at the top of your document. 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 and turn on iCloud Drive for Pages, Numbers, and Keynote.
  2. From Pages, Numbers, or Keynote, open the 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 icon  appears at the top of your document. 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 icon  appears at the top of your document. This icon also shows how many people have the document open, not including you.

Set restrictions on documents

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

Follow someone's edits

Edits to the document appear in real time–—look for color-coded cursors, text, and object selections. Tap or click the Collaborate button , then tap or click the dot next to the person's name to see where they are 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 or iPad, tap the More button , then turn Collaboration Activity on or off.
  • On iCloud.com on a Mac or PC, click the View button  in the toolbar, then choose Hide Collaboration Activity or Show Collaboration Activity.

Edit when you're offline

On iPhone, iPad, and Mac, 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.

Change 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 change these settings, turn off collaboration, make your changes, then share the document again.


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 MB1
  • 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
  • Change document locale or use custom region formats
  • Create or edit custom cell formats

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. 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 or iPad, tap More button  > Share. 
  • On iCloud.com, click the Tools button  > Send a Copy.


Information about products not manufactured by Apple, or independent websites not controlled or tested by Apple, is provided without recommendation or endorsement. Apple assumes no responsibility with regard to the selection, performance, or use of third-party websites or products. Apple makes no representations regarding third-party website accuracy or reliability. Risks are inherent in the use of the Internet. Contact the vendor for additional information. Other company and product names may be trademarks of their respective owners.

Published Date: