Collaborate with others on a presentation

To share a presentation with collaborators, you first need to upgrade your iCloud account to use iCloud Drive and set up Keynote to use iCloud Drive.

1. Click in the toolbar, then choose Share Link via iCloud.

   If you haven’t already moved your presentation to iCloud, you can do so in the dialog that appears.

2. Click the Permissions pop-up menu, then choose what recipients can do:

   • Allow Editing: Recipients can make changes to the presentation on the web, and print and download the presentation.

   • View Only: Recipients can view the presentation on the web, and print and download the presentation, but they can't make changes to it.

3. To require a password to open the presentation, click Add Password, type the password and password hint, then click Set Password.

   To change an existing password, click Change Password, then enter the requested information. Presentations can only have one password, so the new password replaces the old one.

   For greater security, don’t send the password along with the shared link. For example, send a separate email that includes only the password.

4. Click a method for sending the link.

   To send the link using another service like Twitter, you must first set up that account on your Mac (choose Apple menu > System Preferences, then click Internet Accounts). If you want to use a service that’s not listed, you can copy and paste the link into that service.

5. Click Share Presentation.

   The Share button in the toolbar changes to .

   Important: The presentation is now shared, and anyone who knows its URL (link)—regardless of whether you’re the one who sent it—can access the presentation. When others open it, your iCloud account name is visible in the collaborator list.

6. Enter the requested information, then send or post the message.

   The full link appears in the body of the email, tweet, or post—be sure not to delete or modify the link.

When recipients click the link, the presentation opens in Keynote for iCloud in a web browser. They don’t need an iCloud account to view or edit the presentation. However, if the recipient taps the link on an iOS or Android device, they can view the presentation in a browser, but they can’t edit it.

You can change the permissions for a presentation you shared, send the presentation link again, copy and paste the link, invite more collaborators, and add or remove a password at any time.

1. Click in the toolbar.

2. Click View Share Settings, then do any of the following:

   • Change permissions: Click the Permissions pop-up menu and choose View Only or Allow Editing. If others have the presentation open on the web when you change this setting, they see an alert. When they dismiss the alert, the new setting takes effect.

   • Remove the password: Click Change Password, type the password in the Old Password field, then click Remove Password.

   • Add or change the password: Click Add Password or Change Password, then type a password or change the existing password. If you add or change a password, collaborators lose access to the presentation until you notify them of the new password.

     Important: When you add or change a password, the password applies only to versions created after the password was added or changed. To prevent others from restoring unprotected versions or versions with older passwords, stop sharing the presentation, add a password to it, then share the presentation again. See View, copy, and restore an earlier version of a presentation for more information.

   • Send the link again: Click and choose how you want to send the link. Enter the requested information, then send or post the link.

   • Copy and paste the presentation link: Move the pointer over the link and click Copy Link. Then click where you want the link to appear and choose Edit > Paste (from the Edit menu at the top of your screen). You can paste the link somewhere else—a social networking site, a blog, or in a chat, for example.

   • Stop sharing: Click Stop Sharing. If others have the presentation open on the web when you turn off sharing, they see an alert. When they dismiss the alert, the presentation closes. The presentation retains its link, so if you turn sharing back on, the link becomes active again, and anyone who knows it can access the presentation.

     If you’re the owner of the shared presentation and you move the presentation to another location, the link is broken and collaborators lose access to the presentation.

You can change the author color for your comments and edits in Keynote or in Keynote for iCloud.

1. To open the presentation, do one of the following:

   • If you’re the owner of the shared presentation: Go to iCloud.com and sign in to your iCloud account. Click Keynote, then double-click the shared presentation in the presentation manager.

   • If someone sent you a link to a shared presentation: Click the link you received.

     The shared presentation opens in Keynote for iCloud, where you can edit the presentation if the owner allows editing.

     If you have an iOS or Android device, the presentation opens in a browser, but you can’t edit it, even if the owner has allowed editing.

2. Edit the presentation in Keynote for iCloud.

   Changes you and others make to the presentation appear in real time. Colored cursors and colored selections of text and objects indicate where others are currently editing.

3. To follow another person’s edits as they make them, click the Share button in the toolbar, then click a name in the list.

   

   Tip: To hide everyone’s editing activity while you work (including colored cursors and selections), click the View button in the toolbar, then choose Hide Collaborator Activity.

See Keynote for iCloud Help for more information about using Keynote for iCloud.

If you have an iCloud account, you can access previously opened shared presentation on iCloud.com.

1. Sign in to your iCloud account on iCloud.com.

2. Click Keynote to open the presentation manager.

3. Click the Shared Presentations button in the toolbar.

   

If you delete a shared presentation from the presentation manager and later want to see it again, just click the shared link you originally received. As long as the presentation is still being shared by its owner, the presentation opens in Keynote for iCloud.