How to get the most out of iCloud's collaboration and sharing tools

You may need to share your work with colleagues and collaborate in real time. You may need to show and provide copies to colleagues to ensure the work is done correctly. Or simply, you may need to send a file or add comments. No matter what your collaboration needs are, 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 everyone can edit and add to in real time. You can use Collaboration for iWork for iCloud to easily convert existing iWork documents into real-time collaboration documents.

How to Share Documents in iWork for Collaboration

1. On your device, open the file you want to share.
2. Select the collaboration icon from the upper right corner.
3. ClickShare.
4. Share documents to your colleagues through your favorite app.

Your document will become a collaborative document, and everyone you share the link with can access and edit your document in real time.

How to Temporarily Make a Read-Only Version of Your File

Sometimes you need to show a document to your boss or teammates, and you don't want them to accidentally edit it while showing it. Using read-only mode, it's easy to avoid unintentional edits.

How to turn on read-only mode

1. On your device, open the file you want to share.
2. Select the read-only icon from the upper right corner.

The iWork app's theme color should be white, most of the icons are gone, and there's a big edit button on the right. No edits can now be made to your document while this mode is active. If you have finished displaying the document and want to continue working on it, click Edit to return to standard editing mode.

How to share an exported version of a file

If your work environment prefers viewing the exported file, you can export the document directly and share it:

How to use iCloud Export and Share Documents

1. In Documents view, tap to select .
2. Click on the file you want to share.
3. ClickShare.
4. In the share sheet, click Export.
5. Select the correct file format.
6. ClickShare.
7. Share documents to your colleagues through your favorite app.

Draw, sketch, and annotate on documents with Apple Pencil

Finally, you can use Apple Pencil to doodle, annotate, highlight, or just diagram, so you It's possible to add notes to documents on iPad, which is not possible when using only the keyboard.

How to doodle on a document

1. On your iPad, open the document you want.
2. Use Apple PencilTap the document.
3. A box should appear where you can add doodles to the diagram, along with the standard Apple Pencil controls also found in Notes. Resize the box by dragging the corner handles.
4. Add any annotations or drawings you want

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

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