Change a shared spreadsheet’s settings in Numbers on Mac
If you’re the owner of a spreadsheet that’s shared with others, or if the owner gave you permission to invite others, you can view or change its access and permission settings at any time.
If a spreadsheet’s access is set to “People you invite,” you can also set a different permission for each individual.
View access and permission
Click
in the toolbar.The participant list appears. Participants can edit the spreadsheet unless you see View Only below their name.
If you’re the owner, a summary of the access and permission settings appears below Share Options; click Share Options to see the details.
To view a person’s permission, move the pointer over the name in the participant list, then click the three dots that appear on the right.
Change access for everyone
If you’re the owner of the spreadsheet, or if the owner gave you permission to invite others, you can change its access at any time, but everyone collaborating on the spreadsheet is affected. Here are the results of changing the setting:
From “People you invite” to “Anyone with the link”: The people you originally invited can still open the document, along with anyone else who has the link. They don’t need to sign in with the email address or phone number you used to send the link.
From “Anyone with the link” to “People you invite”: The original link no longer works for anyone. Only people who receive an invitation from you and who sign in with their Apple ID can access the document.
Click
in the toolbar.Click Share Options, click the Access pop-up menu, then choose a setting.
Anyone who has the spreadsheet open when you change the setting sees an alert, and if your change causes the person to lose access to the spreadsheet, it closes immediately. Otherwise, the new setting takes effect when they dismiss the alert.
Change permission for everyone
If you’re the owner of a shared spreadsheet with access set to “People you invite,” or if the owner gave you permission to invite others, you can quickly change everyone’s permission.
Click
in the toolbar.Click Share Options, click the Permission pop-up menu and make your change.
Anyone who has the spreadsheet open when you change the permission sees an alert. New settings take effect when they dismiss the alert.
Change permission or remove access for one participant
If you’re the owner of a shared spreadsheet with access set to “People you invite,” or if the owner gave you permission to add people, you can change the permission for an individual without affecting the permission of others. You can also remove their access to the spreadsheet.
Note: Participants with permission to add people to the spreadsheet can’t change the permission or access of the owner.
Click
in the toolbar.Move the pointer over the person’s name, click the three dots that appear next to it, then click an option.
Anyone who has the spreadsheet open when you change their permission sees an alert. The new setting takes effect when the alert is dismissed.
If you choose Remove Access, the person is asked to close the spreadsheet, and it’s removed from their iCloud Drive. Any edits they made to the spreadsheet remain.