Invite others to collaborate in Numbers on iPad
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, Numbers is set up to use iCloud Drive, and the spreadsheet you want to share is stored in iCloud Drive.
Do one of the following:
If the spreadsheet is open: Tap in the toolbar. If you don’t see the button, tap at the top of the screen, then tap .
If the spreadsheet is closed: In the spreadsheet manager or Files app, open the Numbers folder in iCloud Drive, then tap Select in the top-right corner. Tap the spreadsheet (a checkmark appears), then tap Share at the bottom of the screen.
If Collaborate isn’t showing in the pop-up menu at the top, tap the pop-up menu, then tap Collaborate.
To change who can access the spreadsheet, tap the disclosure arrow below Collaborate, then choose an option under Who Can Access (if you don’t see this option make sure the spreadsheet is stored in iCloud):
Only invited people: Only people you invite who sign in with their Apple ID can open the spreadsheet. People don’t need to have an Apple ID before you invite them; however, they 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, tap an option under Permissions:
Can make changes: People can edit the shared spreadsheet.
View only: People can view the shared spreadsheet but not edit it.
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, turn off “Allow others to invite.”
To return to the Collaborate controls, tap Back.
Tap 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: Tap the name of the recipient. 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 tap Send. A link to the file is sent to each recipient.
Important: Make sure not to edit or delete the link in your message.
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 device. Type an email address or phone number for each recipient, then tap Share Link. Open the app you want to use to share the link, tap where you want to paste link, then tap Paste.
Important: The link to the spreadsheet that’s created when you tap Share includes the spreadsheet’s title. If the title or content of the spreadsheet is confidential, be sure to ask recipients not to forward the link to anyone else.
When you send the invitation, a checkmark appears on the Collaboration button to indicate you’ve shared the spreadsheet.
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:
If the spreadsheet is open: Tap in the toolbar, then tap Manage Shared Spreadsheet.
If the spreadsheet is closed: In the spreadsheet manager or Files app, open the Numbers folder in iCloud Drive, tap Select in the top-right corner, tap the spreadsheet (a checkmark appears), then tap Share at the bottom of the screen.
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 people you invite,” or if the spreadsheet owner gave you permission to add more people. Tap Share With More People, then tap a method to invite your new participant. See Invite people to collaborate.
Send the link to more people: Use this method if spreadsheet access is set to “Anyone with the link.” Tap Copy Link, tap where you want to paste the link, then tap Paste.
Note: The link may appear in the body of the message as a stylized graphic with the spreadsheet title—be sure not to 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.