Shar­ing and col­lab or ation

Mas­ter shar­ing your doc­u­ments with col­leagues and friends

Mac Format - - IWORK TIPS -

45 Share packages of files

At least cur­rently, iCloud doesn’t let you share a folder of stuff stored on Drive, but there’s still a handy so­lu­tion if you want to give col­leagues easy, cen­tralised ac­cess to a col­lec­tion of files. The trick is to cre­ate a sin­gle doc­u­ment – and it could be in Pages, Key­note or Num­bers, depend­ing on which suits you best and how pretty and in­ter­ac­tive you want it to be – and then high­light some text (or ad­di­tion­ally in Key­note, se­lect an ob­ject) and add a link to it. Copy the link to an­other doc­u­ment hosted on iCloud, and paste it as the tar­get for this new link. Now you can share this doc­u­ment, and an added bonus is that you can link to the other

46 Col­lab­o­rate live on a doc­u­ment

By putting a doc­u­ment on iCloud and invit­ing some­one else to edit it (make sure Per­mis­sions is set to Al­low Edit­ing in Share > View Share Set­tings) you can both work on the doc­u­ment at the same time. (In­deed, up to a hun­dred peo­ple can work on a file si­mul­ta­ne­ously, which sounds like a recipe for dis­as­ter!)

An­noy­ingly, live col­lab­o­ra­tion doesn’t work for re­cip­i­ents on iOS, but if you, as the doc­u­ment’s owner, have it open in Pages on your Mac, iOS de­vice or at icloud.com and ev­ery­one else is us­ing ei­ther the Mac or web app, changes made by any­one are re­flected on all copies rea­son­ably quickly. doc­u­ments, pre­sen­ta­tions and spread­sheets you want to share from the one mas­ter file.

47 Share a link or a copy

When you share an iWork doc­u­ment by choos­ing Share > Share Link via iCloud, it must be stored on iCloud. Any­one you share the link with has di­rect ac­cess to that doc­u­ment, and any changes they make (if you’ve al­lowed edit­ing) are re­flected back to your doc­u­ment. The al­ter­na­tive (Share > Send a Copy) sends a copy of the doc­u­ment you’re work­ing on to some­one else, op­tion­ally con­vert­ing it to a dif­fer­ent for­mat be­fore­hand. Your orig­i­nal file can be any­where on your Mac (or iCloud, some­what con­fus­ingly) but the key dif­fer­ence is that this copy is en­tirely sep­a­rate to your orig­i­nal doc­u­ment, so any changes the re­cip­i­ent makes won’t af­fect your orig­i­nal.

48 Re­duce file sizes be­fore shar­ing over iCloud

It’s a good idea to re­duce your file sizes be­fore shar­ing them over iCloud if you can, not only be­cause oth­er­wise they’ll take an age to upload and down­load, but be­cause they’ll take up pre­cious space on your iCloud Drive. What’s more, the web ver­sions of the apps can’t han­dle files larger than 1GB, so if you have a pre­sen­ta­tion that’s heavy with movies, for ex­am­ple, you prob­a­bly want to cut things down.

Un­der File > Ad­vanced you’ll see Re­duce File Size. This works by re­mov­ing un­nec­es­sary de­tail in high-res­o­lu­tion images and delet­ing those parts of a movie or sound out­side the area of a clip you’ve spec­i­fied with in and out points in the For­mat side­bar.

Of course, you can’t get that in­for­ma­tion back again if you need it later – you would have to drag in the orig­i­nals again – so con­sider mak­ing a copy first for your­self if you can’t eas­ily get the orig­i­nals.

49 Any­one can use iCloud now!

You might have been wary about shar­ing links to iWork doc­u­ments stored in iCloud in the past, even af­ter Ap­ple in­tro­duced web ver­sions of its iWork apps, since it used to be the case that you had to own Ap­ple hard­ware to use them. Now, though, any­one at all – well, so long as they have a mod­ern web browser and an in­ter­net con­nec­tion – can ac­cess the beta apps at icloud.com just by sign­ing up for an Ap­ple ID.

Peo­ple with whom you share doc­u­ments no longer need to own a Mac or iOS de­vice – they only need a free Ap­ple ID.

The web-based iWork apps can’t work with very large files, but the Mac ver­sions have a way to re­duce file sizes to over­come this.

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