Collaboration for Pages, Numbers, and Keynote

22 February 2017| Simon

Invite others to your documents and work on them together in real time. The beta release of collaboration is built into the iWork apps on iPhone, iPad, iPod touch, Mac, and

Get started with collaboration

You can use iWork collaboration on these devices:

  • A Mac with macOS Sierra and Pages 6.0, Numbers 4.0, or Keynote 7.0 or later
  • An iPhone, iPad, or iPod touch with iOS 10 and Pages 3.0, Numbers 3.0, or Keynote 3.0 or later
  • A Mac with Safari 6.0.3 or later, or Google Chrome 27.0.1 or later
  • A Windows PC with Internet Explorer 11 or later, or Google Chrome 27.0.1 or later

To invite others to collaborate you must be signed in to iCloud on your device and have iCloud Drive turned on. If you’re using a web browser, sign in to and open the iWork app you want to use.

If you have an iPhone, iPad, or iPod touch with earlier versions of iOS or iWork apps, or if you have an Android device, you can view documents but not edit them.


Features supported when you collaborate

When you’re collaborating with others, you have access to all of the features of Pages, Numbers and Keynote with some exceptions.

If you need to use one of these features on Mac or iOS, stop sharing the document, make your changes, then share the document again. When you stop sharing, the document is removed from iCloud Drive for all participants. If you set Who Can Access to “Only people you invite,” you will need to re-invite everyone after.


Pages, Numbers, and Keynote

  • Edit objects inside groups
  • Add or edit media files larger than 50 MB*
  • Replace All (in Find & Replace)
  • Reduce File Size (File > Advanced > Reduce File Size)
  • Drag rows and columns between body and header areas in tables
  • Create, delete, or reorder styles
  • Edit with Ruby in Asian languages
  • Change document locale or use custom region formats
  • Some volatile functions, such as TODAY() and NOW(), won’t update automatically when a shared document is opened. This might prevent conditional highlighting on table cells from updating until after the document is edited.
  • Creating and editing custom cell formats

*On, you can only add images up to 10 MB.


  • Insert and edit tables of contents
  • Adjust footnote settings
  • Insert, cut, copy, paste, delete, duplicate, reorder or edit sections
  • Adjust document and section settings
  • Adjust EndNote settings
  • Add and edit master objects
  • Insert date and time smart fields
  • Convert Word Processing documents to Page Layout documents and vice versa
  • Edit page number settings
  • Adjust margins
  • Use change tracking*

*Change tracking is only supported on Mac and iOS. If you’re using, and change tracking is turned on, you will be able to view the document, but not edit it.


  • Create or edit forms on iOS
  • Insert smart fields
  • Copy or paste table styles
  • Transpose tables
  • Duplicate sheets
  • Cut, copy, or paste sheets
  • Adjust Print Preview settings


  • Change slide size
  • Add, view, or edit master slides
  • Reapply master to slides or objects
  • Change theme
  • Record a slideshow or play a previously recorded slideshow
  • Add or edit a soundtrack
  • Edit presenter notes while playing a slideshow
  • Clear a soundtrack or delete tracks
  • Clear an existing recording of a slideshow
Categories: How to, Tricks and Tips

Leave a Reply

Your email address will not be published. Required fields are marked *


This site uses Akismet to reduce spam. Learn how your comment data is processed.