How to send a file in Zoom meetings and webinars

This post was most recently updated on July 23rd, 2022

Overview

It is possible to share files through the chat function within the in-meeting/webinar chat session with participants of the meeting or webinar. All files can be sent to all participants simultaneously, or to a specific participant directly, or specifically to a prespecified group of participants, such as all panelists in a webinar.

Prerequisites

  • Transferring files in a meeting:
    • The Zoom client for the desktop
      • On Windows: version 4.6.10 or later
      • For Mac OS: 4.6.10 or later
  • To transfer files in a webinar::
    • Zoom desktop client
      • Windows: version 5.6.0 or higher
      • MacOS: version 5.6.0 or higher

Enabling file transfer for meetings

Account

If you wish to allow everyone in your organization to transfer files during meetings, then please follow these steps:

  1. If you are an administrator, you will have the privilege of modifying the Zoom account settings once logged into the Zoom web portal.
  2. You will find the account settings option under the Account Management section.
  3. Find the Send files via meeting chat setting under the Basic tab of the Meeting tab and verify it is enabled by going to the Meeting tab.
  4. Click the toggle switch to enable it if the setting is disabled. You’ll need to click Enable to confirm the change if a verification dialog displays.
  5. Optionally, you can select Only allow specified types of files and then enter the extensions of the type of file, separated by commas, to restrict the types of files which can be uploaded.
  6. Check Maximum file size and adjust the maximum allowed file size to restrict the allowed file types (optional).
  7. For all users in your account, you can make this setting mandatory by clicking on the lock icon , and then clicking Lock.

Group

Note:

The Group Management page has been renamed to Groups if you registered for a Zoom account after August 21, 2021, or if you are using the New Admin Experience.

A group of members can share files during a meeting by using the following methods:

  1. Become an administrator on the Zoom web portal so that you may edit groups.
  2. Click User Management, then click Group Management under the navigation menu.
  3. Then click the Settings tab next to the group name.
  4. The Send files via meeting chat setting is located under the Meeting tab’s In Meeting (Basic) section. Ensure it is enabled.
  5. Toggle it on or off if it is not enabled. To verify, click Enable if a confirmation message appears.
    Note:
  6. The grayed out option means that the account level has locked the feature, and it needs to be changed at the account level.
  7. You can also select the Only allow specified file types option and add the file extensions that you wish to restrict the allowed file types, separated by commas.
  8. It is possible to restrict the types of files allowed by checking the Maximum file size option and adjusting the maximum file size manually.
  9. a. If you would like to make this setting mandatory for all members of the group, click the lock icon. b. Confirm the setting by clicking Lock to make it permanent.

User

Here is what you need to do to enable the in-meeting file transfer:

  1. Log into the Zoom website.
  2. Select Settings.
  3. Verify that the Send files via meeting chat setting is enabled under the Meeting tab, under the In Meeting (Basic) section.
  4. Click the toggle to enable the setting if it is disabled. Verify the setting by selecting Enable from the verification dialog box.
  5. You can specify only certain file types and their extensions, separated by commas, to restrict the allowed file types.
  6. Check Maximum file size and adjust the maximum file size, if you wish to restrict the allowed file types.
    Note:
  7. You will need to speak to the administrator of your Zoom account to get the option unlocked, since it is either disabled or grayed out at the Group or Account level.

Enabling file transfer for webinars

Account

All members of the organization wishing to make use of the in-webinar file transfer feature should follow these steps:

  1. If you desire to edit the Zoom account settings, please sign in to the Zoom web portal as an administrator.
  2. Choose Account Management and Account Settings from the navigation menu.
  3. You can enable Send files via webinar chat by selecting the Send files via webinar chat setting under the In Meeting (Basic) section.
  4. It is disabled by default, so you must turn it on by clicking the toggle button. Once the change has been verified, click Enable to confirm that the change was valid.
  5. Check the box to enable panel members to send files during the webinar chat if you want them to be able to send them.
  6. To restrict the types of files that can be uploaded, check the Check only for specified file types box and then type the extensions of the file types separated by commas.
  7. The maximum file size setting allows you to restrict what types of files can be uploaded. Click on the Maximum file size checkbox and adjust it accordingly.
  8. Click the lock icon to determine whether this setting will be mandatory for all users in your account. To confirm the setting, click Lock to confirm that you wish to make it mandatory.

Group

Note:

The Group Management page has been renamed to Groups if you registered for a Zoom account after August 21, 2021, or if you are using the New Admin Experience.

A group of members can share files during a meeting by using the following methods:

  1. You will need to sign in as an administrator with group editing privileges on Zoom.
  2. Click the User Management icon, then Group Management, from the menu bar.
  3. Choose the group you wish to edit and click the Settings tab.
  4. The Send files via webinar chat setting under the In Meeting (Basic) section can be found on the Meeting tab; verify that it has been enabled by selecting it.
  5. Click the toggle to enable the setting if it is not enabled currently. You can verify this setting by clicking the Enable button at the bottom of the verification dialog box.
    Note:
  6. A grayed out option means it has been blocked at the Account level and must be changed there.
  7. (Optional) If you would like to allow participants to upload files via webinar chat, check the box Allow participants to upload files via webinar chat.
  8. You can restrict what files are allowed to open by checking The only allowed file types are those listed above and then adding the extensions to the list, separated by commas.
  9. The file types that can be uploaded are restricted by checking Maximum file size and adjusting it as needed.
  10. Depending on your preference, you can make this setting mandatory for all users in this group by clicking the lock icon and clicking Lock afterward.

User

The following steps should be taken to enable your own use of the in-meeting file transfer:

  1. Zoom’s web portal can be accessed by signing in.
  2. Go to Settings.
  3. Verify that the Send files via webinar chat setting is enabled under the Meeting tab, under the In Meeting (Basic) section.
  4. It may be disabled by default. To enable it, click the toggle switch. When a verification dialog box appears, click Enable to confirm the change.
  5. Please check the box Allow panelists to send files via webinar chat if you want them to be able to distribute files.
  6. You can select Only allow specific file types to restrict the allowed file types, and the file extensions, separated by commas, can be entered as a specification.
  7. Check the Maximum file size and adjust the maximum file size if you wish to restrict the types of files that can be uploaded.
    Note:
  8. Currently the grayed out option means that there is a problem with it. It means that either the Group Admin or the Account Admin has locked it, and in this case you should contact them for assistance.

Using file transfer in a meeting or webinar

  • Join the Zoom desktop client by signing in.
  • From there, you can start or join meetings and webinars.
  • Simply click the Chat button.
  • (Optional) You can change the person to whom this message is being sent by clicking on the drop down menu to the right of To:.
  • To send a file from your computer, click File, followed by Your Computer.
    Note: Also, you can send a file from an online service that allows you to share files with others.
    Once the file has been successfully sent, the following message will be displayed.

  • Participants will receive a notification when the file is sent, with a link so that they can download it. Once the file is downloaded, participants will be able to open it by clicking it again.