{"id":28551,"date":"2019-03-14T10:08:19","date_gmt":"2019-03-14T14:08:19","guid":{"rendered":"https:\/\/www.computeradvantage.us\/v3\/?p=28551"},"modified":"2019-05-28T09:18:11","modified_gmt":"2019-05-28T13:18:11","slug":"collaborate-with-pages-numbers","status":"publish","type":"post","link":"https:\/\/www.computeradvantage.us\/v3\/collaborate-with-pages-numbers\/","title":{"rendered":"Collaborate with Colleagues in Pages, Numbers, and Keynote"},"content":{"rendered":"

We talked last month generally about real-time collaboration and why it\u2019s so efficient and effective\u2014see \u201cStop Mailing Files Around and Use Collaborative Apps.\u201d Now we\u2019re going to explain how to start collaborating in Apple\u2019s iWork suite of apps: Pages, Numbers, and Keynote. Happily, the basics are similar in all three apps.<\/p>\n

We\u2019ll focus on the Mac versions here (make sure you have the latest updates!), but note that the iOS versions can participate as full-fledged collaboration citizens (Apple has more details<\/a>). It\u2019s even possible to use the iCloud versions of these apps for collaboration, but with some limitations (notably that Pages documents with tracked changes can only be viewed, not edited, in iCloud).<\/p>\n

Invite Collaborators<\/h3>\n

Once you have a document you want to share, the first step is to invite your collaborators. Choose Share > Collaborate with Others, or click the Collaborate button in the toolbar.<\/p>\n

The document must be stored in iCloud Drive (or the Box<\/a> file sharing service), and the iWork apps will automatically move the file there if need be. To find the file later, choose Go > iCloud Drive in the Finder and look in the folder associated with the app you\u2019re using.<\/p>\n

\"\"<\/p>\n

Next, the app displays the Add People dialog, where you can choose with whom you\u2019re going to share the document, how to send the invitation, and what permissions to set.<\/p>\n

\"\"<\/p>\n

The Share Options are important. First, you can limit access to \u201cOnly people you invite\u201d or \u201cAnyone with the link.\u201d With the former, the invitees must have iCloud accounts and be signed in. With the latter, you can share with anyone, even if they don\u2019t use Apple devices.<\/p>\n

Second, with the Permission menu, you can let collaborators make changes, or if you want them just to see the document, you can restrict them to View Only.<\/p>\n

When you\u2019re done, click Share to send the iCloud link via the specified channel (or copy it to the clipboard for sending in whatever way you prefer).<\/p>\n

Accept an Invitation<\/h3>\n

When the recipient clicks the link or clicks Accept in a sharing notification, they get a dialog asking to open the document and telling them where it\u2019s stored, in case they don\u2019t want to work on it right away.<\/p>\n

\"\"<\/p>\n

When they open the document, it will look and feel exactly like a normal document in Pages, Numbers, or Keynote.<\/p>\n

For someone who isn\u2019t an Apple user, clicking the iCloud URL will open the document in the Web version of the appropriate app on iCloud.com. They\u2019ll need to enter a name to identify them in the document, after which they can work in the Web app.<\/p>\n

\"\"<\/p>\n

Add and Change Data<\/h3>\n

For the most part, you can do anything in a shared document that you can do with a normal document. There a few general limitations, such as managing styles and working with media files over 50 MB, plus some app-specific restrictions, such as working with tables of contents in Pages, transposing tables in Numbers, and changing themes in Keynote. Apple has a full list<\/a>.<\/p>\n

While you\u2019re working, you can see who else is in the document at the same time by clicking the Collaborate button and looking for a colored dot next to a person\u2019s name.<\/p>\n

\"\"<\/p>\n

You\u2019ll see color-coded cursors, text, and object selections as other people work, but if that\u2019s distracting, choose View > Hide Collaboration Activity.<\/p>\n

It can be hard to be work in a document while seeing someone else making changes, so don\u2019t be shy about hiding collaboration activity. Or, if you are actively working with someone on a particular part of the document, consider doing so while you can talk in person or on the phone.<\/p>\n

Add Comments<\/h3>\n

Commenting is the big win for collaboration with remote colleagues\u2014it can save a vast amount of time to discuss a particular aspect of a document in context. To add a comment, select some text or an object, and then choose Insert > Comment or click the Comment button on the toolbar. (The controls look a bit different in iOS; Apple explains the differences<\/a>.)<\/p>\n

Comments appear as color-coded selections, boxes, or in the case of Numbers, corner triangles in cells. If they\u2019re in the way, you can hide them by choosing View > Comments > Hide Comments. Other commands in View > Comments let you easily navigate to next and previous comments so you don\u2019t have to find them visually.<\/p>\n

\"\"<\/p>\n

Other collaborators can click Reply to continue the conversation right within that comment. You can edit one of your comments at any time by clicking to the right of the timestamp and choosing Edit Comment (or Edit Reply). Once the discussion has been resolved, either the person who started the comment thread or the document owner can delete the comment thread by clicking Delete.<\/p>\n

Track Changes<\/h3>\n

Tracking who made what changes to a document is available only in Pages, and it\u2019s hugely helpful when you need editing. Only the document owner can enable the feature by choosing Edit > Track Changes, but once that\u2019s done, the change tracking toolbar appears above the document with controls for navigating between comments and changes, buttons for accepting or rejecting changes, and a button for pausing change tracking. A pop-up menu at the right side lets you configure whether you want to see all changes, changes other than deletions (which is generally the best setting), or what the document will look like in the end. A left-hand sidebar lists all comments and changes\u2014show it by choosing View > Show Comments & Changes Pane.<\/p>\n

\"\"<\/p>\n

Anyone with edit access can accept or reject any particular change by clicking Accept or Reject in the Comments & Changes pane; you can also use the buttons in the change tracking toolbar to navigate from change to change, accepting and rejecting as you go. If there\u2019s no need to deal with each change individually, use the pop-up menu\u2019s commands to accept or reject all changes.<\/p>\n

Needless to say, you can work on shared documents only when you\u2019re online when you\u2019re using the Mac or iOS version of an iWork app (if you try to edit while offline, the app will only let you edit a copy that is no longer shared). With any iCloud.com documents that you already have open, however, you can work offline, but your changes won\u2019t appear to others until you reconnect.<\/p>\n

When you\u2019re done collaborating on a document, click the Collaborate button in the toolbar and then Stop Sharing (below left). Doing so immediately prevents others from making more changes and deletes the document from iCloud Drive on their devices (below right).<\/p>\n

\"\"<\/p>\n

Simultaneous collaboration is wonderful when you\u2019re working intensely with other people to develop a presentation, brainstorm budget estimates, or wordsmith a mission statement. In such situations, you\u2019ll want to be able to talk at the same time. But for other sorts of projects, it\u2019s also useful to allow people to collaborate when it\u2019s convenient for them\u2014the important thing is that everyone is working in the same document and can see each other\u2019s changes and comments. If you rely on Apple\u2019s iWork app for word processing, spreadsheets, or presentations, give their collaboration features a try!<\/p>\n

\n

Social Media: Did you know that you can use Apple\u2019s Pages, Numbers, and Keynote to work on documents collaboratively with others, even if they don\u2019t use Apple devices? Read on for how to get started with the collaboration features of these apps.<\/p>\n

\n","protected":false},"excerpt":{"rendered":"

We talked last month generally about real-time collaboration and why it\u2019s so efficient and effective\u2014see \u201cStop Mailing Files Around and Use Collaborative Apps.\u201d Now we\u2019re going to explain how to start collaborating in Apple\u2019s iWork suite of apps: Pages, Numbers, and Keynote. Happily, the basics are similar in all three apps. We\u2019ll focus on the […]<\/p>\n","protected":false},"author":1,"featured_media":28552,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"wds_primary_category":0,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2}},"categories":[66,39,385,67,48,350,351,5,352,353],"tags":[],"class_list":["post-28551","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-article","category-blog","category-collaboration","category-how-to","category-ios","category-iwork","category-keynote","category-mac","category-numbers","category-pages"],"jetpack_publicize_connections":[],"jetpack_featured_media_url":"https:\/\/www.computeradvantage.us\/v3\/wp-content\/uploads\/2019\/03\/iWork-collaboration-move-to-iCloud.png","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p6YLEm-7qv","jetpack-related-posts":[{"id":27701,"url":"http:\/\/www.computeradvantage.us\/v3\/apple-introduces-new-ipad-with-apple-pencil-support-updates-iwork\/","url_meta":{"origin":28551,"position":0},"title":"Apple Introduces New iPad with Apple Pencil Support, Updates iWork","author":"computeradv","date":"May 1, 2018","format":false,"excerpt":"At a special education event on March 27th, Apple introduced a new 9.7-inch iPad that offers faster performance, support for the Apple Pencil, and a few new camera-related features. 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What if one of them needs to see the changes that another suggested? Plus, what if you need to make substantial\u2026","rel":"","context":"In "Apple Pros"","block_context":{"text":"Apple Pros","link":"http:\/\/www.computeradvantage.us\/v3\/category\/apple-pros\/"},"img":{"alt_text":"","src":"https:\/\/i0.wp.com\/www.computeradvantage.us\/v3\/wp-content\/uploads\/2019\/02\/collaboration-comment-conversation.png?resize=350%2C200&ssl=1","width":350,"height":200},"classes":[]},{"id":1597,"url":"http:\/\/www.computeradvantage.us\/v3\/apple-previews-new-operating-system-features-at-wwdc\/","url_meta":{"origin":28551,"position":2},"title":"Apple Previews New Operating System Features at WWDC","author":"computeradv","date":"June 21, 2016","format":false,"excerpt":"This fall, Apple users can look forward to exciting new features in macOS Sierra (the new name for OS X), iOS 10, watchOS 3, and tvOS 10. 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