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How to collaborate in real time with Pages, Numbers, and Keynote on a Mac

If you find yourself in a situation where you have to work with documents, spreadsheets, or presentations on a Mac, there are several ways to go about it. Pages, Numbers and Keynote all offer great features for collaboration when you work from home or even in the office.


To make things a little simpler for you, this guide will guide you through these features and make it easier to work with documents together.

Invite others to share a document

The first thing you need to do when you want to collaborate with a document is to invite the participant (s). You have a few ways to do this, depending on the settings in the Mac Share menu. And the process is the same in all three applications.

  1. Open the document, workbook, or presentation you want to share.
  2. Click to Cooperate button on the toolbar or Ice > Collaborate with others in the menu bar.
  3. Before you select the method you want to share, click Stock options Choose who can access the file and the permission you want to give them. Recommended setting Who can use Is Only the people you invited. And for Permission, you should choose Can make changes unless you just want the person to be able to view the document and not edit it.
  4. Select the method to invite participants / participants, click Iceand follow the instructions to complete the process.

Call sharing settings in Numbers Mac

Changing stock options

If you accidentally made the wrong sharing options in step 3 above, or simply want to change them later, you can do so with a few clicks.

  1. Open the document you shared and click either Cooperate Click or on the toolbar Ice > Details of cooperation in the menu bar.
  2. To adjust options for a single participant, click More (three dots) button next to their name and make changes.
  3. To adjust the options for all participants, expand Stock options section and make changes.

Change stock options on Numbers Mac

Password protect a document

Your document may contain sensitive information, and even if you choose to allow only link users to access it, you simply want extra protection. You can quickly set a password that all participants must enter to open the document.

  1. Open the document you shared and click file > Set a password in the menu bar.
  2. Enter the Password and check
  3. Alternatively, you can enter password Hint and check the box Remember this password on the keychain.
  4. click on Set a password.

Set the document password in Numbers Mac

While password protection is not essential for collaboration, it is an optional feature that keeps those confidential documents in mind.

See Who is editing the document

Because you and the participants can edit the document together in real time, you have some easy ways to see the activity.

First, you’ll see the name of the person who is currently editing the document display for a moment.

Vendor name on Real-Time Numbers Mac

Second, you can click Cooperate button or Ice > Details of cooperation and select a colored dot next to the person’s name. The place they are currently editing will appear. And you will find that each participant is automatically given a different color.

Vendor Name Real-time click Point Numbers on Mac

Real-time collaboration is a great feature in Pages, Numbers, and Keynote. But if you lose your internet connection, you can also edit documents offline!

Edit documents offline

If you’re offline or you suddenly lose your connection, you can continue editing the shared document in Pages, Numbers, and Keynote. And what’s great about this feature is that it’s enabled by default. So you don’t have to worry about starting anything.

When you edit a document and lose your connection, you’ll see a short message telling you that you’re offline, but you can still edit. And when you reconnect, you’ll see a message that also tells you about it.

Offline and online messaging in Numbers Mac

Any offline edits you make will be saved for at least 30 days and automatically downloaded when you reconnect to iCloud. To check the status of these shipments, click view > Show sync status in the menu bar.

View sync status numbers on Mac

There is one thing to keep in mind when it comes to offline editing; like Apple explains:

If someone you collaborate with removes an object, Keynote slide, or Number sheet that you edited offline, those edits aren’t in the document when you’re online again, and the document syncs with iCloud.

Adding or removing partners

If you need to add another participant or stop collaborating with one or all participants, each of these is simple.

Click each option Cooperate button or Ice > Details of cooperation from the menu bar, and then do one of the following:

Add a participant: Click More people and follow the same steps as when inviting the first participants.

Delete participant: Click More (three dots) button next to their name and select Remove permissions.

Stop sharing with all participants: Click Stop sharing when you use the Collaborate button or Stock options > Stop sharing when you select Share> Collaboration Details from the menu bar.

Add and remove people in Numbers Mac

Notes on collaboration with pages, numbers, and Keynote

There are several things to keep in mind when collaborating with Pages, Numbers, and Mac Keynote documents.

  • You must use macOS Mojave or later.
  • You must use pages, numbers, or Keynote version 10.0 or later.
  • You need to sign in to iCloud and enable iCloud Drive on your Mac.

Here are some limitations of productivity tool collaboration.

  • You cannot edit media files larger than 50 MB.
  • You cannot create, delete, or organize styles.
  • Language and region settings cannot be changed.
  • You cannot change custom shapes to areas or cells, for example.

There are a few application-specific restrictions on collaboration and other requirements if participants use other devices or You can check Apple Collaboration Support Page for these additional products, if necessary.

And for more information on custom styles, language and region settings, and more, see more advanced tips for pages, numbers, and keywords

18 Advanced Tips for pages, numbers, and Keynote
Want to be more productive in the iWork series? These advanced tips will help all Mac users create better documents, spreadsheets, and presentations.
Read more


Collaboration is easy on a Mac

When you work with others who all need to participate in a document, spreadsheet, or slide show, Pages, Numbers, and Keynote on a Mac make collaboration easy.

And see more ways to work with others, look collaboration tools you can use in Gmail

Make Gmail a powerful collaboration tool with these apps
Do you use Gmail to collaborate? If necessary, you will need these email collaboration tools and tips.
Read more

or how to create a collaborative Google Maps

How to create a collaborative collaborative Google Maps
Google Maps lets you create and share your own maps. This allows you to use Google Maps to collaborate with others.
Read more


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