Sending a file in meetings and webinars in zoom App

Overview

Through the in-meeting/webinar chat, you can share files with other participants during the meeting or webinar. A file can be sent specifically to every participant, to a specific participant, or to a predefined group, such as all webinar panelists.

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

All members of your organization can transfer files in meetings by enabling the following:

1. As an administrator, you will have privileges to edit accounts settings on the Zoom web portal.
2. To change an account’s settings, click Account Settings in the navigation menu.
3. Verify that the Send files via meeting chat setting is enabled in the Meeting tab under the In Meeting (Basic) section.
4. You may need to toggle the setting on or off. To verify the change, click Enable in the confirmation dialog.
5. Select Only allows specified file types and comma-separated extensions to restrict the allowed file types.
6. If you want to restrict the types of files that can be uploaded, check Maximum file size and adjust it.
7. The lock icon can be used if you want this setting to be mandatory for all users in your account, and once you have confirmed this setting, you can click Lock to confirm.

Group

Note:

You may notice that the Group Management page has been renamed to Groups if you have created a Zoom account after August 21, 2021, or if you are using the New Admin Experience on your account.

For all members of a group to be able to share files in meetings:

1. Become an administrator of Zoom by signing in with the permission of editing groups.
2. Go to User Management and select Group Management within the navigation menu.
3. Select the settings tab next to the group name.
4. Make sure that Send files via meeting chat is enabled under the Meeting tab under the In Meeting (Basic) section.
5. In case the setting is disabled, you need to enable it by clicking on the toggle button. In case a confirmation dialog appears, click Enable in order to confirm the change.
   Note:
6. Greyed out options must be changed at the Account level, since they are locked there.
7. You can enter the extensions of the file types to restrict the allowed file types (optional) by checking Only allow specified file types and separating the extensions with commas.
8. Check Maximum file size and adjust the maximum file size if you want to restrict file types allowed.
9. Click the lock icon, and then click the Lock button to confirm this setting. (Optional) If you want this setting to be mandatory for all users in this group, click the lock icon.

User

Those who wish to use the in-meeting file transfer on their own behalf can do so by following these steps:

1. Access the Zoom web portal by logging in.
2. Then, select the Settings tab.
3. Find the Send files via meeting chat setting under the Meeting tab, which can be found under the In Meeting (Basic) section. Ensure that it is enabled.
4. In the event that it is disabled, enable it by clicking on the toggle. A confirmation dialog might appear, in which case you need to click Enable in order to finish the process.
5. You can also check Only allow specified file types and specify the file extension of the file type in commas if you want to restrict the file types allowed.
6. (Optional) To restrict the allowed file types, check Maximum file size and adjust the maximum file size.
   Note:
7. You will need to contact your Zoom Account or Group administrator if the option is grayed out. It has been locked either at the Group level or the Account level.

Enabling file transfer for webinars

Account

If all members of your organization want to transfer files during webinars, please follow these steps:

1. Edit account settings by logging in as an administrator to the Zoom website.
2. Navigate to Account Management then click Account Settings on the left hand side of the screen.
3. You will find the Send files via webinar chat setting under the Meeting tab, under the In Meeting (Basic) section. Make sure that it is enabled.
4. To enable it, click the toggle switch on the right side of the setting. In the dialog box that appears, click Enable to confirm that the change has been made.
5. (Optional) If you would like to allow panelists to send files via web conference chat, check Allow panelists to send files via web conference chat.
6. If you would like to restrict the types of files that will be allowed, select Only allow specified file types and enter the extensions of the file type, separated by commas.
7. Check the Maximum file size box to restrict the file types that are allowed, and adjust the maximum file size to fit your needs.
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:

You may notice that the Group Management page has been renamed to Groups if you have created a Zoom account after August 21, 2021, or if you are using the New Admin Experience on your account.

For all members of a group to be able to share files in meetings:

1. Create a Zoom administrator account with the ability to edit groups.
2. Under the User Management navigation menu, select Group Management.
3. On the Settings tab, select the group name.
4. Look for the Send files via webinar chat setting under the Meeting tab of the In Meeting (Basic) section and make sure it is enabled.
5. Toggle the setting on if it is not already active. After the change has been verified, click Enable.
   Note:
6. It needs to be changed at the Account level (if grayed out) if the option is grayed out.
7. Check the box Allow panelists to send files via webinar chat to allow them to send files.
8. Add the file extensions, separated by commas, to restrict the allowed file types.
9. (Optional) Select Maximum file size and adjust the maximum file size to restrict the allowed file types.
10. Click the lock icon, and then click Lock to confirm the setting if you want it to be mandatory for all users in this group.

User

For your own use, you may enable the in-meeting file transfer in the following manner:

1. Zoom’s web portal requires a sign-in.
2. Please click Settings.
3. Verify that the Send files via webinar chat setting is enabled under the Meeting tab under the In Meeting (Basic) section.
4. Toggle the setting on if it is disabled. Verify the setting by clicking Enable if a confirmation dialog appears.
5. Check Allow panelists to send files via webinar chat if you want them to be able to do so.
6. Adding file extension commas separates the types of files you want to allow.
7. Select the Maximum file size checkbox and adjust the maximum file size to restrict the types of files allowed.
   Note:
8. The option may be grayed out if it is locked at either the group or account level. Contact your Zoom administrator if this is the case.

Using file transfer in a meeting or webinar

• Sign in to the Zoom desktop client by using your email address and password.
• From here, you can host or join meetings and webinars.
• You can also click on Chat.
• If you would like to change the To: field in the message, you can click on the drop-down menu next to To:.
• If you would like to send a local file, click on File, followed by Your Computer.
  Note:The files can also be sent from a third-party service that allows you to share files.
  After you have sent the file successfully, you will see the following indication.

• Participants will receive a notification when the file is sent and will be able to click on it to download it. The file can be opened once it has been downloaded by clicking it again.