Want to share a document with your Zoom invite? Zoom doesn’t allow attachments to calendar events, so you'll need another way to send it!
That’s where a few simple workarounds come in. With the right steps, you can still give attendees access to your files before the meeting even starts — without relying on last-minute emails or chat messages.
In this guide, we’ll walk you through how to prepare your PDF using Smallpdf, upload it to a shareable platform like Google Drive, OneDrive, or Dropbox, and include the link in your invite. We’ll also show you how to send that same file during a live Zoom call if needed.
You’ll have everything ready to go in just a few clicks.
Why You Can’t Attach a PDF to a Zoom Invite
It seems like a basic ask: add a PDF to your Zoom meeting invite so everyone has the file ahead of time. But once you try it, you’ll notice the option just isn’t there.
Here’s why:
- Zoom uses external calendars—like Google or Outlook—to send invites. These calendars don’t support attaching files to the event description.
- Even if you try adding a file manually, many email clients strip attachments from invites to avoid spam or security risks.
- Zoom expects you to share files live, during the meeting, not before it — so prep docs need to be shared another way.
It’s not ideal, but it’s easy to work around.
How to Attach a PDF to Your Zoom Meeting Invite (Indirectly)
Here are two easy methods to make your PDF available with a Zoom invite:
1. Share a PDF By Generating a Link
One of the easiest ways to share your PDF is by uploading it to a cloud storage service and adding a shareable link to your Zoom invite. Here's how to do it with Smallpdf’s tools:
Step 1. Prepare Your PDF
Before sharing your PDF, ensure it’s ready:
A. Compress with Smallpdf:
Reduce the file size for easier sharing by using our Compress PDF. This is especially useful for large documents.
Reduce the File Size for Easier Sharing
B. Protect Sensitive Information:
Use Protect PDF to add a password if the file contains confidential data.
C. Generate a Shareable Link:
- Upload your file to a cloud platform like Google Drive, Dropbox, or OneDrive.
- Set the permissions to "Anyone with the link can view".
- Copy the shareable link.
Step 2. Add the Link to Your Zoom Invite
Depending on the calendar service you are using, here’s how to include the link:
A. For Google Calendar:
When creating your event, paste the PDF shareable link into the “Description” field.
B. For Outlook:
Insert the shareable PDF link directly into the email body when sending the calendar invite.
Note: This method ensures that all invitees can access the necessary document before the meeting even starts.
2. Share the PDF During the Zoom Meeting
If you prefer to distribute the document live, you can share your PDF via Zoom’s built-in chat feature. Here’s how:
Enable File Sharing in Zoom
Before the meeting, confirm that file sharing is switched on: 1. Sign in to the Zoom web portal. 2. Navigate to Settings > In Meeting (Basic). 3. Turn on File Transfer.
Share the PDF During the Meeting
When the meeting begins: 1. Click the Chat button in the Zoom toolbar. 2. Select File and choose Your Computer. 3. Upload the PDF. All participants will have access to download it directly from the chat.
This is a simple and effective way to ensure your attendees get the document they need.
Bonus Tips for Secure and Efficient Sharing
- Use Descriptive File Names: Make sure your PDFs have clear, identifiable file names (e.g., “TeamMeetingAgenda_March2024.pdf”).
- Set Proper Permissions: When creating shareable links, ensure permissions are set to "View only" to prevent unwanted edits.
- Test the Link Beforehand: Always double-check the PDF link to ensure it works for your attendees.
Streamline Your File Sharing Today
Now you’re ready to include important PDFs in your Zoom meeting invites and meetings like a pro!
If you want to make your document handling process even smoother, try out Smallpdf’s suite of tools for compressing, protecting, and sharing PDFs with ease.
FAQs About Attaching and Sharing PDFs in Zoom
How do I attach a PDF to a Zoom invite?
You can’t attach a PDF directly to a Zoom invite. Instead, upload your PDF to a cloud storage platform, generate a shareable link, and add the link to your Zoom meeting invite or calendar description.
How to show a PDF file in a Zoom meeting?
To share a PDF during a Zoom meeting:
- Use Zoom's screen sharing feature to display the PDF if you want to present it.
- Alternatively, use the chat feature to upload the file for download.
Why can’t I share a PDF on Zoom?
If you're unable to share a file on Zoom, ensure the File Transfer setting is enabled in Zoom Settings under Chat Options.
How do I attach a PDF to a team meeting invite?
For platforms like Microsoft Teams, you can also upload the file to the meeting's Files section or include a shareable link in the meeting invitation, similar to how we do for a Zoom invite
