How to Collaborate with others
Start collaborating
Open your document and click the clearly marked Collaborate button. An information message pops up – check the box “Don’t show this again” before clicking Continue to move on to the next step.
Invitation method
Next, choose which communication method to use. You’ll be prompted to enter contact details at this point unless you’re using Messages or Mail – matches will pop up from your Contacts as you start to type names.
Add password
Click “Share Options” to choose who has access. Invite-only means only specific people have access; “Anyone with the link” provides a shareable link. If you choose the latter, click “Add Password” to add extra security.
Set permissions
By default, anyone who accesses the document – by link or invite – can edit the document. To restrict access to viewing and printing, click the Permissions drop-down menu to choose “View only.”
Choose recipients
Click Share. If sharing via Mail or Messages, a new message will be composed with a clickable link for your recipient to use. Add their name or email to the Message window and click Send to fire off the invite.
What happens next
Your recipient will receive the link via email or Messages – if it’s invite-only, clicking this will prompt them to open the relevant iWork app on their Mac or iPad. A shared copy is downloaded to their iCloud Drive.
Monitor changes
Both parties will now be able to see what the other person is doing to the document as it’s edited in real time using the tools provided (see the annotation for details). Choose Edit > Track Changes to monitor edits.
Review edits
All edits are color-coded to help you see who’s done what. Roll your mouse over an individual change to reveal a pop-up menu allowing you to accept or reject that change. All collaborators can do this.
Stop sharing
Document owners can revoke sharing via the Collaboration button – expand “Share Options” and click “Stop Sharing.” Invitees can roll the mouse over their own name, click the … button and choose “Remove Me.”