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Using file sharing integrations in zoom App

ByCorporate Guider Home, Zoom

Zoom offers integrations with Box, Google Drive, Microsoft OneDrive, and Microsoft SharePoint for sharing files. Connecting your Zoom account allows you to easily share files in chat and during meetings.

Note: Dropbox integration can also be used to share files. There are a few differences between Dropbox integration and other file sharing integrations.

Prerequisites for file sharing integrations

  • Zoom desktop client
    • Windows: version 5.3.0 or higher
    • macOS: version 5.3.0 or higher
  • Zoom mobile app
    • Android: version 5.4.0 or higher
    • iOS: version 5.4.0 or higher
  • File sharing integration enabled by an admin
  • In-meeting file transfer enabled by an admin

Notes:

  • You will have to change file permissions in the third-party service in order to use these integrations.
  • An alternative to these integrations is to download the file to your computer and send it from there. You can share a file in a meeting by opening the file and sharing your screen. There is no need to change file permissions in the third-party service with these alternatives.

How to enable file sharing integrations

  1. As an admin with the privilege of editing integration settings, log in to the Zoom web portal.
  2. Select Advanced then Integration from the menu.
  3. Activate any or all of these toggles:
    • Box
    • Google Drive
    • Microsoft OneDrive
    • Microsoft SharePoint

How to share a file in Zoom chat

Zoom chat allows you to share files with individual contacts, multi-user chat groups, and channels. Shared files are not directly uploaded to Zoom, rather a shareable link will be created and posted. Clicking the file will open a browser for the contact and allow them to view the file using the third-party file sharing service.

Windows | macOS

  1. Join Zoom’s desktop client by signing in with your Zoom account.
  2. From the main menu, select the Chat tab.
  3. You can share the file with an individual, group, or channel.
  4. Simply click File and select the service you wish to use.
    You will be directed to the service’s web page.
  5. Select Connect.
  6. Follow the instructions on the screen to allow Zoom access to your account.
    Your files will appear on the screen.
  7. Please select to share the file.
    Note: It is mandatory that you select the SharePoint site before viewing the directory of the file if you are sharing a file from SharePoint.
  8. Select an option from the options in the bottom panel.
    • Anyone in your organization: You can view or download the file only if you are a member of your organization.
      Notes:

      • Adding your organization’s domain to a Google Drive file lets you share it with others.
      • This option is only available for work and school accounts if you’re sharing a OneDrive or SharePoint file.
    • Anyone with the link: It can be viewed or downloaded by anyone with the link.
  9. Choose from the options.
    Access to the file will be granted to others.
  10. If your browser prompts you to do so, click Zoom.
    The link will appear in Zoom. The chat contacts can still view the file in the third-party service by simply clicking the link provided in the chat and opening a browser window.

Note: The fact that you are sharing the file with a third-party file-sharing service means that you will be changing the file permissions accordingly. You can revoke the permissions on a file you no longer wish to share by logging in to your file-sharing account with a third-party.

Android | iOS

  1. Access the Zoom desktop client by logging into your Zoom account.
  2. Then select the tab for Meet and Chat.
  3. If you want to share a file with someone, tap an individual, group chat, or channel.
  4. You can also expand a chat.
  5. From the File Sharing Service menu, tap Send a File. This will open the service’s webpage.
  6. Click Connect.
  7. Zoom will ask for authorization on the next page.
    Files will appear on the screen.
  8. To share a file, select it from the list.
    Note: The SharePoint site must be selected before you can view the file directory for any shared documents.
  9. To do this, select a sharing option from the bottom panel:
    • Anyone in your organization: You can only download or view the file if you are a member of your organization.
      Note:

      • You must enter your organization’s domain if you are sharing a Google Drive file.
      • In order to use the share functionality for OneDrive and SharePoint files, you must have access to a school or work account.
    • Anyone with the link: It can be viewed or downloaded by anyone with the link.
  10. Click Choose.
    Access permissions for the file will be changed.
  11. Tap Zoom when your browser asks you to.
    Click the link in Zoom to open the file. Clicking or tapping on the link in the chat will open the browser of the contact in which the file is located and on the third-party file sharing service the file can be viewed.

Note: Using the third-party file sharing service, you change the file permissions by sharing the file. Log in to your third-party file sharing account if you no longer want to share a file.

How to send a file through in-meeting chat

In-meeting chat allows meeting participants to share files with each other.

Windows | macOS

  • Using the Zoom desktop client, log in to your account.
  • Start a meeting or join an existing one.
  • In the meeting controls, click on the Chat icon.
  • Share files through a third-party integration by clicking on the file icon. The service’s website will open.
  • Then tap Connect.
  • Then Zoom can access your account as instructed on screen.
    You will be taken to your files.

  • To share a file, select it.
    Note: The SharePoint file directory can only be viewed if the site for the shared file has been selected first.
  • Scroll down to see it. You can share the file with the following options:
    • Anyone in your organization: You can only view or download the file if you are a member of your organization.
      Note:

      • Put your organization’s domain in if you are sharing a Google Drive file.
      • If you are sharing a OneDrive or SharePoint file, you can access this feature only if you are a school or work account holder.
    • Anyone with the link: It is accessible to anyone with the link.
  • Tap to select
    the option to make the file accessible to others.
  • If your browser prompts you, tap Zoom.
    After tapping Zoom, a link will appear in your browser. Clicking or tapping the link in the chat opens the file in a browser, allowing contacts to view it through the third-party service.

Note: In the third-party sharing service, you change the file permissions when you share the file. Sign in to your third-party file sharing account to revert permissions if you no longer wish to share a file.

How to share a file during a meeting

A Zoom meeting also allows you to present files. After opening the file, Zoom will launch a screen share.

Windows | macOS

  1. Zoom desktop client is now available.
  2. Host or join meetings.
  3. Use the meeting controls to share the screen.
  4. Choose the file sharing service in the Files tab, then click Share.
    You will be directed to the service’s website.
  5. Simply click Connect.
  6. Then, authorize Zoom’s access to your account using the instructions on screen.
    Your files will appear on the screen.
  7. To share a file, select the file.
    Note: The file directory has to be selected before being able to view a SharePoint file if you’re sharing a SharePoint file.
  8. In the lower left hand corner. You can choose from the following options:
    • Anyone in your organization: The file is only accessible to members of your team within your organization.
      Note:

      • The domain of the organization must be entered if you want to share a Google Drive file.
      • OneDrive and SharePoint files can only be shared with a school or work account linked to a domain.
    • Anyone with the link: The file can be viewed or downloaded by anyone with the link.
  9. Just click the Share button.
    This will change the permissions of the file.
  10. You can resume screen sharing if it is paused.

Note: The fact that you are sharing the file with a third-party file-sharing service means that you will be changing the file permissions accordingly. You can revoke the permissions on a file you no longer wish to share by logging in to your file-sharing account with a third-party.

Android | iOS

  1. The Zoom app requires you to sign in.
  2. You can start a meeting or join one.
  3. To share, tap the Share button.
  4. To choose which file sharing service to use, tap the Browse button. Click on the link to access the service.
    Note: Currently, the mobile app cannot share content from SharePoint.
  5. Tap Connect to get started.
  6. Authorization will be prompted on the screen.
    Your files will be displayed on the screen.
  7. To share a file, select it.
  8. One of the following options will appear in the bottom panel:
    • Anyone in your organization: You can view or download this file only if you are a member of your organization.
      Notes:

      • Enter your organization’s domain if you are sharing files with Google Drive.
      • Currently, you can only share OneDrive files via work or a school account if you are sharing a file.
    • Anyone with the link: The link can be viewed or downloaded by anyone with the link.
  9. To share the screen, click the Share button.
    Once the permissions on the file have been changed, anyone with the link can view or download the file.

Note: The fact that you are sharing the file with a third-party file-sharing service means that you will be changing the file permissions accordingly. You can revoke the permissions on a file you no longer wish to share by logging in to your file-sharing account with a third-party.

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