Easily share files before your Teams meetings with these simple steps—plus tips for attaching PDFs and reducing file size for smoother sharing.
Sharing files ahead of a Microsoft Teams meeting can help everyone prepare and stay organized. However, the platform doesn’t offer a straightforward way to attach documents directly to the invite.
If you’ve been wondering how to attach a document to a Teams meeting invite, there are a few workarounds that can help. We’ll discuss these workarounds and how to compress your PDFs for easy sharing in this guide.
How to Attach a File to a Teams Meeting Invite
Microsoft Teams doesn’t allow you to attach files directly to the meeting invite itself, like you might with a traditional email. However, you can still share files with attendees by uploading them to the calendar event or the meeting’s chat.
Option 1: Upload the File in the Calendar Event
Here are some simple steps to follow to upload a PDF in the calendar event via Outlook or Teams:
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Step 1: Open the Microsoft Teams app or go to teams.microsoft.com.
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Step 2: Go to the Calendar tab in the left-hand menu.
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Step 3: Click on the meeting event you’ve already scheduled or create a new one.
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Step 4: In the meeting details window, click “Edit” if the event isn’t already editable.
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Step 5: In the event description box, which is the large text box, you can click the Attach icon or “Insert Link” to add a hyperlink to a stored file in OneDrive or SharePoint. Alternatively, drag and drop the file directly into the description area if you’re using Outlook.
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Step 6: Click “Send Update” to save your changes and notify attendees.
Option 2: Share the File in the Meeting Chat
If you’d prefer to share your PDF in the meeting chat, follow these steps:
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Step 1: Open Microsoft Teams and click the “Chat” tab. The chat linked to the meeting will appear once the meeting is scheduled.
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Step 2: Open the meeting chat and click the paperclip icon below the message box.
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Step 3: Choose to upload a file from your device, OneDrive, or another cloud service.
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Step 4: Once the file uploads, all participants will be able to view and download your PDF directly from the chat.
Reduce Your PDF File Size for Easy Sharing on MS Teams
Before you share your PDF on Microsoft Teams, you may want to compress it to reduce its file size. This is because large files are difficult to share, open, and store. Follow these steps to compress your PDF before sharing:
Step 1: Open Compress PDF and Upload Your PDF
Navigate to Smallpdf’s Compress PDF tool. Next, upload your PDF by clicking “Choose Files” or by dragging and dropping your PDF into the upload field.
Step 2: Choose Your Compression Level
Once you’ve uploaded your file, you’ll be presented with two options for compression. Basic compression will give you a medium file size with standard resolution, and strong compression will result in a small file size with lower resolution.
Please note that Strong compression is a Smallpdf Pro feature. Sign up for a free seven-day trial to try it out!
Choose your compression level and click “Compress”.
Step 3: Download and Share Your PDF
Once your file has been compressed, you’ll be taken to a screen to download your PDF. Click “Download” and then follow the steps outlined above to send your PDF to your meeting participants.
Make Your PDF Teams Ready!
Need to share a PDF in your Teams meeting? Use Smallpdf’s Compress PDF tool to shrink your file size in seconds without losing any quality.
FAQs on How to Attach a Document to Teams Meeting Invite
How do I attach a document to a meeting invite in Teams?
Microsoft Teams doesn’t support attaching documents directly to a meeting invite created within the app. However, you can upload it to the calendar event.
Another option is to share the document in the meeting’s chat once it’s been scheduled. This allows participants to access the file before or during the meeting.
How do I add an attachment to a meeting invite?
The easiest method is to use Microsoft Outlook to add an attachment to a meeting invite. When creating or editing the invite, simply use the paperclip icon to attach a file from your computer or cloud storage.
How do I attach a PDF to an Outlook invite?
If you want to attach a PDF to an Outlook invite, start by creating or opening a calendar event in the Outlook app or web version. Click the paperclip icon or select Insert > Attach File, then choose the PDF from your device or cloud storage. The file will be added to the invite, and recipients will be able to download it directly from the event.
