Invite others to collaborate in Numbers on Mac
You can invite others to work with you on a spreadsheet in real time by sending them a link to it. Everyone working on the spreadsheet can see changes as they’re made.
By default, only the people you invite to collaborate on the spreadsheet and who sign in using an Apple ID can access and make changes to it. You can instead allow access to anyone who has the link to the spreadsheet, or allow people to view but not edit the spreadsheet.
Invite people to collaborate
To invite others to collaborate on a spreadsheet, make sure that you’re signed in with your Apple ID, you’ve set up Numbers to use iCloud Drive, and the spreadsheet you want to share is stored in iCloud Drive.
With the spreadsheet open, click in the toolbar.
If Collaborate isn’t showing in the pop-up menu at the top, click the pop-up menu, then choose Collaborate.
To change who can access the spreadsheet, click the disclosure arrow below Collaborate, click the “Who can access” pop-up menu, then choose an option (if you can’t see these options, make sure the spreadsheet is stored in iCloud):
Only invited people: Only people you invite who sign in with an Apple ID can open the spreadsheet. Recipients who don’t have an Apple ID need to create one before they can open your shared spreadsheet.
If you invite someone using an email address or phone number that isn’t associated with their Apple ID, they won’t be able to accept the invitation until they add the email address or phone number to their Apple ID. When they tap or click the link in the invitation, instructions appear.
Anyone with the link: Anyone who has the link to the shared spreadsheet can tap or click the link to open the spreadsheet.
To change who can make changes to the spreadsheet, click the Permissions pop-up menu, then choose an option:
Can make changes: People can edit the shared spreadsheet.
View only: People can view the shared spreadsheet but not edit it. They can’t reply to or delete comments in the activity list, and when they join a spreadsheet, no notifications appear.
Note: If you set access to “Only invited people” (in the previous step), you can change individual permission settings after you share it.
If you don’t want all participants to be able to invite others, deselect “Allow others to invite”.
Choose a method for sending the invitation to collaborate (if the spreadsheet isn’t stored in iCloud Drive, you’re prompted to move it there):
AirDrop: Select or type the name of the recipient, then click Share Link. The recipient must be on the same network and must accept the file to receive it.
Mail or Messages: Type an email address or phone number for each recipient, add a note if you want, then click Send (for Mail) or press Enter (for Messages). A link to the file is sent to each recipient.
Notes: To share a link to the file in the Notes app, select or type the name of the recipients, click Share Link, choose the note where you want to save it (or create a new one), add text if you want, then click Save.
Invite with Link: Copy the file’s link, so you can send it or post it using any internet service that’s already set up on your Mac. Type an email address or phone number for each recipient, then click Copy Link. Open the app you want to use to share the link, click where you want to paste the link, then choose Edit > Paste (from the Edit menu at the top of your screen), or press Command-V on the keyboard.
Important: The link to the spreadsheet that’s created when you click Collaborate includes the spreadsheet’s title. If the title or content of the spreadsheet is confidential, make sure you ask recipients not to forward the link to anyone else.
A tick appears on the Collaboration button to indicate that you’ve shared the spreadsheet. After recipients accept the invitation, the number of participants joining you in the spreadsheet appears to the right of the button .
Invite more people
If you’re the owner of a spreadsheet whose access is set to “Only invited people”, or if the owner of a shared spreadsheet gives you permission to add people, you can invite more people at any time.
Tip: If the spreadsheet is protected by a password, for security reasons, don’t send the password with the link.
Do one of the following:
Choose File > Manage Shared Spreadsheet (from the File menu at the top of your screen).
Click in the toolbar, then click Manage Shared Spreadsheet.
In iCloud Drive, Control-click the file, then choose Manage Shared Spreadsheet.
Do one of the following:
Invite more people to collaborate: Use this method if you’re the owner of a shared spreadsheet with access set to “Only invited people”, or if the spreadsheet owner gave you permission to add more people. Click Share With More People, then click a method to invite your new participant. See Invite people to collaborate for more details.
Send the link to more people: Use this method if spreadsheet access is set to “Anyone with the link”. Click Copy Link, then click where you want to paste the link. Choose Edit > Paste (from the Edit menu at the top of your screen), or press Command-V on the keyboard.
Note: The link may appear in the body of the message as a stylised graphic with the spreadsheet title — make sure you don’t edit or delete it.
Any participant can copy a link to a spreadsheet and paste it somewhere else — for example, to save the link where they can easily access it. If the owner limited access to people they invite, the link only works for invited participants.
You can change the sharing settings for the new people after you send the link.
For details on setting permission and sending the link, see Invite people to collaborate.