HOW TO Collaborate in iWork apps and Notes >

1 New features

Apple introduced new Collaboration features in macOS Ventura, iOS 16 and iPadOS 16. These let you collaborate on documents in the iWork apps; Pages (word processor), Numbers (spreadsheet) and Keynote (presentations).

2 Turn on iCloud Drive

Here we’re using Pages on a Mac, but these tips hold true for all three iWork apps and iOS/iPadOS devices. Make sure iCloud Drive is turned on. So to Settings/System Settings > [Your Name] > iCloud and make sure it’s on.

3 Open document

Open the document you wish to collaborate on, or start a new one if necessary. Make sure it’s saved in your app’s iCloud Drive folder, as it needs to be there if you’re going to share and collaborate on it.

4 Collaborate with others

Click/tap the Sharing icon in the top bar for a new menu. From the menu, select the Collaborate option; Send Copy enables you to send a copy of the document without giving the recipient collaboration rights.

5 Establish rules

Click the chevron under the Collaborate option for two further menus; these enable you to set rules about who can edit it. They’re selfexplanatory. Set it up however you like, then choose how you wish to share it.

6 Create a link

Using the Create Link sharing option, you can create a link which you can send to whomever you choose. Enter the names of the people you want to authorise, then tap/click Copy Link to have the link saved to your clipboard.

7 Latest activity

After sharing the document (you can share with up to 100 people), all people can see the latest updates to a collaborative document, read a list of everyone’s changes and get notifications regarding changes and notes.

8 Review collaboration

Click/tap the Collaboration icon in the toolbar. Show All Activity lets you see all edits, according to the person who made them. The chevron next to each activity opens it for more information regarding each change.

9 Manage sharing

Tap/click the Collaboration icon then Activity Settings to set notifications and permissions. The Manage Shared Document option shows who’s sharing, and lets you add or remove participants. You can stop sharing here too.