iWork and Sharing

28 05 2014

Apple’s iWork applications (Pages, Numbers, Keynote) save files automatically on iCloud and sync them across all your devices. With iWork on iCloud you can also access documents via browsers (Safari, Chrome, IE) without using an Apple device.

If you save a spreadsheet on iCloud, you can share a link to it with others. Recipients can open and edit the spreadsheet in a supported browser on a Mac or a Windows computer, and see all the changes others have made. Collaborators don’t need an iCIoud account to view and edit documents.

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iCIoud keeps your spreadsheet up-to-date across all your iOS devices, your Mac, and the web, so you and your collaborators always have access to the latest version.

Sharing a link …

If the document is open, tap ‘Share’ (top right), then tap ‘Share via iCloud’. Select an option for sharing. The full link appears in the body of an email, a SMS, or a Twitter or Facebook message or just copy the link to the clipboard to use it elsewhere.

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Any further edits you make to the document after you shared it are visible to the recipients of the link. The link remains the same. The only thing you have to do is to notify the recipients if a newer version is available.

Using a password …

An iWork document has only one password. If you already added a password, that password applies when you share a link. If you haven’t added a password, you can add one, then share.

  • With the spreadsheet open, tap on Tools, then tap Set Password.
  • Enter the password in the Password field, then enter it again in the Verify field.
  • Enter a hint to remind you of the password if you forget it.
  • Tap Done.
  • Tap on Tools, tap Share and Print, then tap Share Link via iCIoud.
  • Tap the method you want to use to send.
    The tull link appears in the body of the email, tweet, or post.</em

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Any further edits you make to the spreadsh after you share it are visible to the recipient of the link. Be sure to notify collaborators of the password so they can open it, even if you shared the spreadsheet before adding a password.
If your spreadsheet is already being shared, you can still add a password to it. Be sure to notify collaborators of the password so they can open the spreadsheet.

Resend a document …

You can share a spreadsheet link as many times as you wish.
With the spreadsheet open, tap Tools, tap Share and Print, then tap View Share Settings. Tap Send Link, then choose Mail, Messages, Twitter, or Facebook. Enter the requested information (for example, an email address or Twitter account).

Turn off iCloud sharing …

With the spreadsheet open, tap Tools, tap Share and Print, then tap View Share Settings. Tap Stop Sharing at the bottom of the pane.

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File formats …

If the recipient receives a link to a document the can choose the proprietary file format of iWork, that of Microsoft Office, or the Adobe PDF format for a download.

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PDFs can easily opened in Apple’s iBooks which offers the best reading experience.

The running iWork in iCloud …

iWork, Apple’s office suite for OS X and iOS, allows working on documents across all devices.

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Here is an example:

  • 1 On an iPhone I entered the text ‘Edited on the iPhone’ in a presentation managed by Apple’s app Keynote.
  • 2 Some seconds later a message pops up in iCloud opened on a Windows PC with Google Chrome. After accepting with ‘OK’ the document is accessible in the updated version.
    Note
    Don’t get confused with image 2. It was taken with my iPad while remotely connected to a Windows PC in the office.
  • 3 After entering the text ‘Edited on a PC’ in the browser-based version of iWork it appears on the iPhone after some seconds without any message.

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The image above shows the UI when working with a browser.
Learning difficulties: None.

Using an additional cloud storage …

In contrast to many other apps for file management iWork doesn’t support predefined cloud storages like Dropbox, Google Drive, or OneDrive. If you want to save iWork documents to other cloud accounts than iWork you have to use a WebDAV connection.

My post
WebDAV Basics
explains this protocol for communicating with remote servers.

Not all cloud providers support a WebDAV connection.
Since years I personally use Box and iDriveSync as additional cloud storages.
iDriveSync offers a secure solution since Feb 2013 because it works with client-side encryption, that means, only you have the key to encrypt and decrypt files. Your documents are encrypted already in transit and later on at rest on iDriveSync’s cloud servers. Box is working on a comparable solution.

Here are the WebDAV addresses of both competitors:

They can be used to save iWork documents via WebDAV.

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The steps …

  • 1 Tap on the action control (top left) in an iWork app.
  • 2 Select ‘Send a copy’.
  • 3 Select a document.
  • 4 Select ‘WebDAV’.
  • 5 Enter the URL given by your cloud provider (e.g. https://dav.box.com/dav).
  • 6 Enter you credentials.

iWork displays the folder structure. Select a folder for saving your document.

Restrictions …
iWork only supports the saving of documents. You cannot manage your files and folders.
So you need a file management app, either the native app of your cloud provider or a tool like FileBrowser with which you can access different accounts and move files between folders and accounts.

Notes …
1 If you share a link to a document saved on iCloud, recipients *cannot use mobile browsers* to edit the document on iCloud. He only can download it, work on it and send it back via mail. To avoid conflicts with your original document on iCloud it’s useful to save and share it on a different cloud storage.

This complicated workflow should be improved by offering a way to let recipients collaborate on iCloud documents even if they are on mobile devices.

2 If you create important documents you can use the ‘Copy’ function to always have a backup of each document on iCloud. This reduces your available space and it might be necessary to upgrade your iCloud plan. Saving a copy on a different cloud storage via WebDAV takes far less space on iCloud.

3 If you prefer to use Microsoft’s XLSX file format recipients also can access documents when using other mobile platforms.

Summary …

Again Apple provided useful features embedded in a simple but perfect UI.

Related links …

About WebDAV

About clouds

About iDriveSync

About file management

Thanks for paying attention.


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