How To Share Files Using iCloud Drive on iPhone and iPad

If you are invested in the Apple ecosystem and looking for ways to share files or folders with others, you should consider using iCloud Drive. You get total control over who can invite members, view or make changes to the shared content, and even stop allowing access to individual users at any time. Finally, when you decide to delete the shared file or folder, no one will have access to any of its content, either. Here is a detailed guide to help you learn how to share files using iCloud Drive on your iPhone.

Your device should be running iOS 13.4, iPadOS 13.4, or macOS Catalina 10.15.4 or above to share folders using iCloud Drive. The older software versions will only allow sharing files. We recommend updating your device to the latest software version to unlock most new features.

What To Know Before Sharing Files Using iCloud Drive

Before you begin sharing files and folders using iCloud Drive and collaborating with other users, here are some things you should know:

1. Whenever you make changes to a file or folder, they are immediately visible to others too. If other users on the shared file have permission to make changes, their edits are reflected immediately too.
2. Whenever you collaborate on a folder, whatever you or the other users add to the folder, is shared with every participant. 
3. The links to the shared file or folder contain its name. If the file’s name or contents are confidential, request the recipients refrain from sharing the links with anyone else. We recommend you disable the Allow others to invite toggle as a precautionary measure.
4. If the owner moves the shared file or its contents to a different location, users cannot access the files, rendering the link useless.
5. If you have trouble seeing changes made to the shared file or folder, reopen it or tap the original link. Depending on the app, changes might take a while to reflect.

How To Share Files Using iCloud Drive on iPhone and iPad

You can share files or folders using iCloud Drive through your iPhone, iPad, or Mac. It is one of the perks of being invested in the Apple ecosystem, as this seamless connectivity allows you to make changes from any device at any point. The only prerequisite is that all devices should use the same Apple ID and be signed in to the same iCloud Drive.

Here’s how to share files or folders using iCloud Drive on the iPhone or iPad.

• Open the Files app on your iPhone or iPad.
• Tap the iCloud Drive option under Locations.
• Navigate to the file or folder you want to share, tap and hold on to it and select the Share option.
• In the pop-up menu, under the file or folder name, you have the option to Send Copy or Collaborate. If you choose the former option, a copy of the file or folder will be sent to the recipients. However, select the Collaborate option if you want the recipients to add files, make changes, etc.
• Now, tap the Only invited people can edit option. Here, you can select who can access these files and if they have permission to view it or make changes. There is also an Allow others to invite toggle that permits the members of the shared file to add or invite other users to it.
• Once you’re done customizing the permissions, tap Done at the top right corner.
• Select which medium to share this file or folder and tap Send.

And, done. You have successfully shared a file or folder using iCloud Drive. Ensure that you set the correct permission settings, especially if the contents of the shared file or folder are confidential.

Invite More People To Collaborate on the File

If you have set access to the shared file or folder to  Only people you invite, follow the below steps to invite more people to collaborate on the shared file.

• Open the Files app on your iPhone or iPad.
• Select the Shared folder option located in the middle of the bottom menu.
• Please navigate to the file or folder you want to share, tap and hold on to it and select the Manage Shared File option.
• Select the Share With More People option and invite people from there.

If you have set access to a shared file or folder to Anyone with the link, follow the below steps to invite more people to collaborate on the shared file.

• Open the Files app on your iPhone or iPad.
• Select the Shared folder option located in the middle of the bottom menu.
• Please navigate to the file or folder you want to share, tap and hold on to it and select the Manage Shared File option.
• Select the Copy Link option, and share this link with the users you want to join the collaboration.

Ensure that you follow the proper steps based on your permission settings. If the Who can access permissions are set to Only invited people, anyone else with the link cannot access the shared file, let alone make changes to it.

Change Permissions Settings 

To change the permission settings for everyone on the shared file, follow the below steps.

1. Open the Files app on your iPhone or iPad.
2. Select the Shared folder option located in the middle of the bottom menu.
3. Please navigate to the file or folder you want to share, tap and hold on to it and select the Manage Shared File option.
4. Tap Share Options.
5. On the next screen, you can change the permissions for Who can access the shared file, if users have View Only access or Can make changes, and if Anyone can add people or Only you can add people.
6. Once you have made the desired changes, tap Back and select Done at the top right.

Suppose some user is adding unnecessary files or just wreaking havoc on the shared file. In that case, you can change permission settings for that individual without changing the default settings for everyone else on the shared file.

Follow the steps mentioned below to change permission settings for one person.

1. Open the Files app on your iPhone or iPad.
2. Select the Shared folder option located in the middle of the bottom menu.
3. Please navigate to the file or folder you want to share, tap and hold on to it and select the Manage Shared File option.
4. Now, tap the user’s name or iCloud ID.
5. On the next page, you can change the permission settings from Can make changes to View Only or vice-versa. And you can also turn off the Can add people toggle if you do not want them to invite other users to the shared file.
6. Once you have made the desired changes, tap Back and select Done at the top right.

Stop Sharing Files or Folders on iCloud Drive 

Once you’ve completed collaborating and want to make no further changes to the file, you can stop sharing the file with others through iCloud Drive. Do note that once you go ahead with this, other users will no longer have access to any of the files or folders, and it will also be deleted from their iCloud Drive.

Here’s how to delete or stop sharing iCloud Drive files or folders.

1. Open the Files app on your iPhone or iPad.
2. Select the Shared folder option located in the middle of the bottom menu.
3. Please navigate to the file or folder you want to share, tap and hold on to it and select the Manage Shared File option.
4. Tap the Stop Sharing option.
5. A pop-up on the screen will ask for your confirmation. Tap Stop Sharing to confirm your selection.

Now, if there is someone who you have accidentally added to the shared file or if you want to remove someone from accessing these files, you can do so without making the changes for the whole group. Follow the steps below to stop sharing iCloud Drive files or folders with an individual.

1. Open the Files app on your iPhone or iPad.
2. Select the Shared folder option located in the middle of the bottom menu.
3. Please navigate to the file or folder you want to share, tap and hold on to it and select the Manage Shared File option.
4. Now, tap the user’s name or iCloud ID.
5. On the next page, tap the Remove Access option.
6. Tap Continue on the pop-up to confirm your selection.

Even if someone is accessing a file when you make these changes, they will receive an alert informing them of the same. Once they dismiss the alert, the file will automatically close, and the person can no longer access it. Even the link will stop functioning unless you decide to share the same file or folder again.

Share Files and Work With Others Without Any Hassles

The best part about sharing files using iCloud Drive is the amount of control the owner has over it. We hope this article helps you take maximum advantage of the feature and helps you collaborate and work on projects with ease. Let us know in the comments below if you have any issues or doubts.