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Sending a file in meetings and webinars Follow

Overview

File transfer allows you to send files to other meeting participants during the meeting or webinar through the in-meeting/webinar chat. Files can be specifically sent to all participants, directly to one participant, or specific predefined groups, such as all panelists in a webinar.  

This article covers:

Prerequisites 

  • File transfer in a meeting:
    • Zoom desktop client
      • Windows: 4.6.10 or higher
      • macOS: 4.6.10 or higher
  • File transfer 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

To enable in-meeting file transfer for all members of your organization:

  1. Sign in to the Zoom web portal as an administrator with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. On the Meeting tab under the In Meeting (Basic) section, locate the Send files via meeting chat setting and verify that is enabled.
  4. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Enable to verify the change.
  5. (Optional) To restrict the allowed file types, check Only allow specified file types and add the file type extensions, separated by commas. 
  6. (Optional) To restrict the allowed file types, check Maximum file size and adjust the maximum file size. 
  7. (Optional) If you want to make this setting mandatory for all users in your account, click the lock icon , and then click Lock to confirm the setting.

Group

Note: If you signed up for a new Zoom account after August 21, 2021; or the New Admin Experience is enabled on your account, the Group Management page has been renamed to Groups.

To enable the in-meeting file transfer for all members of a specific group:

  1. Sign in to the Zoom web portal as an administrator with the privilege to edit groups.
  2. In the navigation menu, click User Management then Group Management.
  3. Click the name of the group, then click the Settings tab.
  4. On the Meeting tab under the In Meeting (Basic) section, locate the Send files via meeting chat setting and verify that is enabled.
  5. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Enable to verify the change.
    Note: If the option is grayed out,  it has been locked at the Account level, and needs to be changed at that level.
  6. (Optional) To restrict the allowed file types, check Only allow specified file types and add the file type extensions, separated by commas. 
  7. (Optional) To restrict the allowed file types, check Maximum file size and adjust the maximum file size. 
  8. (Optional) If you want to make this setting mandatory for all users in this group, click the lock icon , and then click Lock to confirm the setting.

User

To enable the in-meeting file transfer for your own use:

  1. Sign in to the Zoom web portal.
  2. Click Settings.
  3. On the Meeting tab under the In Meeting (Basic) section, locate the Send files via meeting chat setting and verify that is enabled.
  4. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Enable to verify the change.
  5. (Optional) To restrict the allowed file types, check Only allow specified file types and add the file type extensions, separated by commas. 
  6. (Optional) To restrict the allowed file types, check Maximum file size and adjust the maximum file size. 
    Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.

Enabling file transfer for webinars

Account

To enable in-webinar file transfer for all members of your organization:

  1. Sign in to the Zoom web portal as an administrator with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. On the Meeting tab under the In Meeting (Basic) section, locate the Send files via webinar chat setting and verify that is enabled.
  4. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Enable to verify the change.
  5. (Optional) To allow panelists to be able to send files, check Allow panelists to send files via webinar chat
  6. (Optional) To restrict the allowed file types, check Only allow specified file types and add the file type extensions, separated by commas. 
  7. (Optional) To restrict the allowed file types, check Maximum file size and adjust the maximum file size. 
  8. (Optional) If you want to make this setting mandatory for all users in your account, click the lock icon , and then click Lock to confirm the setting.

Group

Note: If you signed up for a new Zoom account after August 21, 2021; or the New Admin Experience is enabled on your account, the Group Management page has been renamed to Groups.

To enable the in-meeting file transfer for all members of a specific group:

  1. Sign in to the Zoom web portal as an administrator with the privilege to edit groups.
  2. In the navigation menu, click User Management then Group Management.
  3. Click the name of the group, then click the Settings tab.
  4. On the Meeting tab under the In Meeting (Basic) section, locate the Send files via webinar chat setting and verify that is enabled.
  5. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Enable to verify the change.
    Note: If the option is grayed out,  it has been locked at the Account level, and needs to be changed at that level.
  6. (Optional) To allow panelists to be able to send files, check Allow panelists to send files via webinar chat
  7. (Optional) To restrict the allowed file types, check Only allow specified file types and add the file type extensions, separated by commas. 
  8. (Optional) To restrict the allowed file types, check Maximum file size and adjust the maximum file size. 
  9. (Optional) If you want to make this setting mandatory for all users in this group, click the lock icon , and then click Lock to confirm the setting.

User

To enable the in-meeting file transfer for your own use:

  1. Sign in to the Zoom web portal.
  2. Click Settings.
  3. On the Meeting tab under the In Meeting (Basic) section, locate the Send files via webinar chat setting and verify that is enabled.
  4. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Enable to verify the change.
  5. (Optional) To allow panelists to be able to send files, check Allow panelists to send files via webinar chat
  6. (Optional) To restrict the allowed file types, check Only allow specified file types and add the file type extensions, separated by commas. 
  7. (Optional) To restrict the allowed file types, check Maximum file size and adjust the maximum file size. 
    Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.

Using file transfer in a meeting or webinar

  1. Sign in to the Zoom desktop client.
  2. Start or join a meeting or webinar.
  3. Click Chat .
  4. (Optional) Click on the drop down next to To: to change who you are sending this message to.
  5. Click File, then click Your Computer to send a local file.
    Note: You can also send a file from a third-party file sharing service.
    The following indication will be seen once the file is successfully sent.

    When the file is sent, participants will see a notification and can click the file to download. Once downloaded, they can click the file again to open it.