Sharing and collab or ation
Master sharing your documents with colleagues and friends
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.