While you’re working, you can see who else is in the document at the same time by clicking the Collaborate button and looking for a colored dot next to a person’s name. There a few general limitations, such as managing styles and working with media files over 50 MB, plus some app-specific restrictions, such as working with tables of contents in Pages, transposing tables in Numbers, and changing themes in Keynote. They’ll need to enter a name to identify them in the document, after which they can work in the Web app.įor the most part, you can do anything in a shared document that you can do with a normal document.

When they open the document, it will look and feel exactly like a normal document in Pages, Numbers, or Keynote.įor someone who isn’t an Apple user, clicking the iCloud URL will open the document in the Web version of the appropriate app on. When the recipient clicks the link or clicks Accept in a sharing notification, they get a dialog asking to open the document and telling them where it’s stored, in case they don’t want to work on it right away. When you’re done, click Share to send the iCloud link via the specified channel (or copy it to the clipboard for sending in whatever way you prefer). Second, with the Permission menu, you can let collaborators make changes, or if you want them just to see the document, you can restrict them to View Only. With the latter, you can share with anyone, even if they don’t use Apple devices. First, you can limit access to “Only people you invite” or “Anyone with the link.” With the former, the invitees must have iCloud accounts and be signed in. Next, the app displays the Add People dialog, where you can choose with whom you’re going to share the document, how to send the invitation, and what permissions to set. To find the file later, choose Go > iCloud Drive in the Finder and look in the folder associated with the app you’re using. The document must be stored in iCloud Drive (or the Box file sharing service), and the iWork apps will automatically move the file there if need be. Choose Share > Collaborate with Others, or click the Collaborate button in the toolbar.

Once you have a document you want to share, the first step is to invite your collaborators. It’s even possible to use the iCloud versions of these apps for collaboration, but with some limitations (notably that Pages documents with tracked changes can only be viewed, not edited, in iCloud). In this article we’ll focus on the Mac versions (make sure you have the latest updates!), but note that the iOS versions can participate as full-fledged collaboration citizens.

Apple pages numbers keynote