Managing file transfer controls in Zoom Chat

Last Updated:

Account owners and admins can set up file transfer controls to specify the file types and file size limits that their users can send and receive in Zoom Chat from anyone (internal and external contacts), users in the same organization, or users on the same account. These controls apply to 1:1 chats, group chats, and channels. Additionally, the Chat History user activity report shows when a file was restricted from access to your internal users, but you will not be able to view the file.

This article covers:

Prerequisites for managing file transfer controls

  • Account owner or admin privileges
  • Pro, Business, Education, or Enterprise account
  • Restrictions between internal and external contacts:
    • Zoom desktop client
      • Windows: 5.10.6 or higher
      • macOS: 5.10.6 or higher
      • Linux: 5.10.6 or higher
    • Zoom mobile app
      • Android: 5.10.6 or higher
      • iOS: 5.10.6 or higher
  • Specifying file types and the maximum file size:
    • Zoom desktop client
      • Windows: 5.4.0 or higher
      • macOS: 5.4.0 or higher
      • Linux: 5.4.0 or higher
    • Zoom mobile app
      • Android: 5.4.0 or higher
      • iOS: 5.4.0 or higher

How to limit file transfers

Once enabled, this setting will only impact new files, not existing files. When disabled, users can still take and share screenshots.

Account

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Zoom Chat tab.
  4. Under Sharing, click the Users can share files in chats and channels toggle to enable or disable it.
  5. If a verification dialog appears, click Enable or Disable to verify the change.
  6. Choose who users on the account can send and receive files from in chat and channels:
    • Anyone (internal and external contacts)
    • In the same organization
    • In the same account
  7. (Optional) Under Restrictions, select the check box next to Only allow specified file types and do the following:
    • Enter or select the file extensions for each file type you want to allow.
    • If you allow users to transfer files with external contacts, click the Restrict for External Contacts link to also specify which file types are allowed between internal and external contacts.
  8. (Optional) Under Restrictions, select the check box next to Maximum file size, and do the following:
    • Begin entering and then select the number for the maximum file size you want to allow, up to 500 MB. You can enter any number between 0-500, but must select the number when it appears in the pop-up.
    • If you allow users to transfer files with external contacts, click the Restrict for External Contacts link to also specify the maximum file size for file transfer with external users.
  9. Click Save.
  10. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.

Groups

Notes:

  • Admins can only restrict approved file types and file sizes at the account level.
  1. Sign in to the Zoom web portal as an admin with the privilege to edit Groups.
  2. In the navigation menu, click User Management then Groups.
  3. Click the applicable group name from the list.
  4. Click the Zoom Chat tab.
    Important: Starting on June 1, 2022, our engineering team will begin the migration and enablement of the New Admin Experience on all accounts. There won’t be any downtime while the migration processes, but the day the New Admin Experience is enabled on your account may vary. Your account owner will receive an email when it completes. Refer to article about the old experience if the New Admin Experience hasn't been enabled on your account yet.
  5. Under Sharing, click the Users can share files in chats and channels toggle to enable or disable it.
  6. If a verification dialog appears, click Enable or Disable to verify the change.
  7. Choose who users in the group can send and receive files from in chat and channels:
    • Anyone (internal and external contacts)
    • In the same organization
    • In the same account
  8. Click Save.

How to understand file transfer controls between internal and external contacts

When an internal user’s account admin has disabled file transfer controls between internal users and external users, the following scenarios apply:

In a 1:1 chat between an internal and external user:

  • The internal user will not be allowed to send restricted files.
  • If the external user’s account admin disables external file sharing, then the external user will not be allowed to send restricted files.
  • If the external user’s admin allows external file sharing, the external user can still send files but the internal user cannot view or download the restricted file.

In a group chat or channel between multiple internal users and multiple external users:

  • The internal user can still send files but external users cannot view or download the files sent.
  • If the external user’s account admin allows internal file sharing (in this case, internal means the same account users as the external user) but disables external file sharing, then the external user can still send files but internal users (users outside of external user’s account) cannot view or download the restricted files.
  • If the external user’s account admin disables internal file sharing and disables external file sharing, then the external user cannot send any files.

Zoom Community

Join the 100K+ other members in the Zoom Community! Login with your Zoom account credentials and start collaborating.