Using iCloud collaboration and sharing tools

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If you’re using an app that supports iCloud for work, chances are you’ll need to collaborate with a teammate or co-worker. Here’s how to get started with iCloud’s sharing tools to help you share your work effectively with your colleagues and collaborate.

You may need to share your work with your colleagues and collaborate in real time. You may need to give your co-workers a copy and provide it to make sure the job is done properly. Or simply, you may need to send a file or add a note. Whatever your collaboration needs, iCloud has you covered.

Share files and collaborate in real time with iCloud Drive

If you’ve ever used Google Docs, you know how easy it is to turn it into a live document that anyone can edit and supplement in real time. You can just as easily turn your existing iWork document into a real-time collaborative document with Collaboration for iWork for iCloud.

Share your document for collaboration in iWork

On your device, open the file you want to share. Select the Collaborate icon in the top right corner. Tap Share. Share the document with your colleagues via your favorite app.

Your document becomes a collaborative document, and anyone you’ve shared the link with can access and edit your document in real time.

How to temporarily turn your file into a read-only version

Sometimes you need to present your document to your boss or teammate, and you don’t want them to accidentally edit it while you’re showing them. Read-only mode makes it easy to avoid accidental edits.

Enable read-only mode

On your device, open the file you want to share. Select the Read-only icon in the top right corner.

The theme color of the iWork app should turn white, with most of the icons missing, and a large Edit button on the right. No changes can now be made to your document while the mode is active. When you’re done viewing the document and want to continue working on it, tap Edit to return to the standard editing mode.

Share an exported version of your file

If your work environment prefers to see an exported file, you can export the document directly and share it instead:

Export and share documents with iCloud

In the documents view, tap Select. Tap the file you want to share. Tap Share. In the Share sheet, tap Export. Select the correct file format. Tap Share. Share the document with your colleagues via your favorite app.

Draw, sketch, and annotate your documents with Apple Pencil

Finally, you can use Apple Pencil to scribble, annotate, highlight or just draw a diagram so that you can add notes to a document on iPad, which is not possible with just a keyboard.

How to scribble on a document

Open the desired document on your iPad. Tap the document with your Apple Pencil. A box should appear where you can add a doodle to your diagram, in addition to the standard Apple Pencil controls also found in Notes. Resize the box by dragging the corner handles. Add the desired annotation or drawing

Your doodle will be synced to iCloud and if you share this document with others, they will see it too. When the document is in collaboration mode, they see the doodle happening in real time and can contribute to it themselves using their own Apple Pencil.

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