It’s possible to collaborate on iCloud Drive files, but did you know you can also share iCloud Drive folders? This means you can share an entire folder and its contents in iCloud Drive with family, colleagues, and friends.
The invitees can then view the files and adjust them if necessary, so that they are synchronized with all members. Please note that you can only share folders that you have created manually. Standard folders such as Desktop, Documents and Apps folders generally cannot be shared for collaboration.
What is iCloud Drive sharing and collaboration?
Using the steps below, it is possible to share the entire iCloud Drive folders with family, colleagues and friends. This is not new, it has been possible to share a folder or file for some time. However, this was always a copy. Since iOS 13.4 and macOS Catalina 10.15.4, it is also possible to share an entire folder that is automatically updated. If you change something in the folder or edit a file, these changes are immediately updated for the members you share the folder with.
Good to know, you do not have to share entire folders, you can also apply the steps below to only share a file/document.
Share iCloud Drive folders via iOS and iPadOS
- Open the Files application
- Navigate to your iCloud Drive
- Place your finger on the folder you want to share
- Wait a few moments until the pop-up menu appears
- Tap Share
- Then tap the drop-down menu below the folder name
- Change ‘Send Copy’ to ‘Collaborate’
- Select a desired sharing option
You can also ensure that the folder is public or can only be viewed by people you invite under ‘Only people who are invited can make changes’. You also have the choice to give the invitees full access or only read.
Do you have iOS 16, iPadOS 16 or older? Then, after tapping the share option, choose ‘Add people’.
Share iCloud folders via macOS
- Open Finder
- Navigate to iCloud Drive
- Secondary click (right mouse button) on the folder you want to share
- Select the ‘Share’ option
- Then click the drop-down menu below the folder name
- Change ‘Send Copy’ to ‘Collaborate’
- Choose a preferred sharing option
If you choose AirDrop or share the link directly, you can immediately add multiple people via the plus button. If you do this via Messages or Mail, you will have to invite additional people afterwards. You can also ensure that the folder is public or can only be viewed by people you invite under ‘Only people who are invited can make changes’. You also have the choice to give the invitees full access or only read.
Do you have macOS Monterey or older? Then, after clicking on the share option, choose ‘Add people’.
Please note, you can only share iCloud Drive folders with other Apple and iCloud users. If they have iOS 13.4 and/or macOS Catalina 10.15.4 or later installed, they can edit and collaborate on the content, otherwise they will receive a copy.
Accept iCloud Drive invitations
Once you have invited people, they will receive an invitation and they can accept or ignore it. If accepted, the shared folder will be added to his, her or their iCloud Drive and you can work together.
Collaborate on iCloud Drive files
If you have given the invitees rights to make changes, you can collaborate. As soon as someone adjusts the file, it will be synchronized with iCloud and automatically adjusted for the other people.
Suppose you share a folder with several documents and a member is editing a PDF file. This file is then automatically adjusted to the new version for all linked persons. If someone does not have these rights, the file remains unchanged, as they can only view (read) the contents.
Manage shared files and folders
When you have shared a folder and/or file, this will be visible in the Files app, it will say ‘shared by me’ and the recipients will see the name below the file. As an administrator, you can always adjust sharing afterwards. You can do this in iOS/iPadOS via the Files app â–¸ place your finger on the shared folder â–¸ Choose ‘Manage shared folder’.
On a Mac, you do this by right-clicking on the shared folder, choosing ‘Share’ and then ‘Manage Shared Folder’. You can then adjust the sharing options for everyone via ‘Sharing Options’ or you can adjust this per person.