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.

Get started with collaboration

You can use iWork collaboration on these devices: 

  • A Mac with macOS Sierra and Pages 6.3, Numbers 4.3, or Keynote 7.3 or later
  • An iPhone, iPad, or iPod touch with iOS 11 and Pages 3.3, Numbers 3.3, or Keynote 3.3 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

To invite others to collaborate, sign in to iCloud on your device and turn on iCloud Drive. If you use a web browser, sign in to iCloud.com and open the iWork app that 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 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 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 Wrench icon > Send a Copy.

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 limit access so that only people you invite can collaborate on your document, they must sign in to iCloud or iCloud.com with their Apple ID.    

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. 

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

  1. If your document is already open in Pages, Numbers, or Keynote, tap More icon, then tap Collaborate With Others. If you're in the document manager, tap Browse, tap Select, then tap the document you want to share. Tap Share or Share icon, then tap Add People. If the document you selected hasn't downloaded to your device, it downloads now.
    Add people screen
  2. To change share options and limit who can access the document, tap Share Options. By default, people that you invite can edit your document.
    Share Options screen
  3. Tap your preferred method for sending the link. 
  4. Add any other information, then send or post the message.

This icon Collaborate 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 that you want to share.
  2. In the toolbar, click  Collaborate icon with a checkmark.
  3. To change share options and limit who can access the document, click Share Options. By default, people that you invite can edit your document.
  4. Choose how you want to invite others to work on your document.
  5. Add any other information, then send or post the message.

This icon Collaboration icon with a check mark 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 Collaborate icon with a plus sign in the toolbar. If you're in the document manager, select a document, then click . Choose Collaborate With Others.
  2. To change share options and limit who can access the document, click Share Options. By default, people that you invite can edit your document.
  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 Collaboration icon with a checkmark 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 using Share Options.

In the Who Can Access menu:

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

In the Permissions menu: 

  • 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."

To change share options at any time, click or tap the Collaborate button, then choose Share Options.

You can assign a password to a document so that only those who know the password can open the document. With the document open, tap , tap Set Password, enter the requested information, then tap Done.

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 Recents icon 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 Collaborate icon with a checkmark 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 Sidebar icon 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 MB1
  • 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

1 On iCloud.com, you can add images up to 10 MB only.

Pages

  • 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 tracking2

2 Change tracking is supported on Mac and iOS only. If you're use iCloud.com, and change tracking is turned on, you can view the document, but not edit it.

Numbers

  • Create or edit forms on iOS
  • Insert smart fields
  • Copy or paste table styles
  • Transpose tables
  • Cut, copy, or paste sheets

Keynote

  • 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
     

        iPhone screen showing the shared status of a Keynote presentation

Stop sharing a document

Open the document, then tap or click Collaborate icon with a checkmark > Stop Sharing, then tap or click OK.3

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.

3 If others are editing the document, the collaboration icon might have a number rather than a checkmark.

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: