How to Share a PDF File in a Zoom Meeting

Sharing PDFs in Zoom is easy—if you choose the right method.

Whether you’re presenting a contract, sending a file in chat, or sharing a link for later, Zoom gives you lots of ways to handle documents smoothly.

In this guide, you’ll learn how to share a PDF file on Zoom meetings so everything looks perfect on screen. We’ll also show you how to easily reduce your file size for easy PDF sharing after your meeting.

Quick Steps: How To Share A PDF File In Zoom Meeting

If you need a fast answer, follow this checklist: 1. Open your PDF file on your computer or in your browser. 2. Join your Zoom meeting and make sure you can share your screen. 3. Click “Share Screen” in the Zoom toolbar. 4. Select the window or screen showing your PDF and click “Share.” 5. When you are done, click “Stop Share” at the top of the screen. 6. Use Zoom chat or a cloud link if you also want participants to download the PDF.

Can You Share a PDF in a Zoom Meeting?

Yes, you can share PDF files in Zoom using three main methods. The right option depends on whether you want to present the document live or simply give people a copy.

Your options are:

• Screen share for real-time presentations and walkthroughs
• Chat upload when you want everyone to download the PDF
• Cloud link when the file is large or needs ongoing access after the meeting

You can use the same methods for Word documents, Excel spreadsheets, and PowerPoint presentations, or convert them to PDF with Smallpdf for consistent viewing.

Share a PDF in a Zoom Meeting: 3 Easy Methods

Choose the method that works best for your meeting needs and technical setup. If you’re not the meeting host, make sure you have permission to share your screen or upload files before the meeting starts.

Method 1: Share A PDF Via Screen Share (Desktop)

Use this when you want to present a PDF live and control what everyone sees. 1. Open your PDF file in a desktop PDF viewer or a browser tab. 2. Start or join your Zoom meeting from the app or web client. 3. In the meeting toolbar, click “Share Screen.” 4. In the pop-up, select the window that shows your PDF. 5. If your PDF includes audio or video, check “Share sound” on the pop-up. 6. Click the blue “Share” button to start presenting.

Participants now see your PDF on their screens. You can scroll, zoom, or use Zoom’s annotation tools (or your PDF viewer’s tools) while you talk. When you finish, move your cursor to the top of the screen and click “Stop Share.”

Method 2: Send A PDF Via Zoom Chat

Use this when you want participants to keep a copy of the PDF file. 1. In your Zoom meeting, click the “Chat” icon in the meeting controls. 2. In the chat panel, click “File.” 3. Choose where the PDF is stored: your computer, Google Drive, Dropbox, OneDrive, or Box. 4. Select your PDF file and click “Open.” 5. Wait for the file to upload, then confirm it appears in the chat.

Everyone in the meeting can click the file name in the chat to download the PDF to their own device. Remember that Zoom has file size limits in chat, so you’ll need to compress the large PDFs first.

Method 3: Share A PDF Link From Cloud Storage

Use this when your PDF is too large for chat, or you want people to have long-term access.

1. Upload your PDF to Google Drive, Dropbox, or OneDrive.
2. Create a shareable link and set permissions to “Anyone with the link can view” (or the equivalent).
3. Copy the shareable link.
4. Paste the link into the Zoom chat and press “Enter.”
5. Tell participants what the link is for and when they might need it.

This is ideal for long reports, manuals, or PDFs that people will refer to after the meeting.

How To Share Word, Excel, And PowerPoint Documents In Zoom

You can share Word documents, Excel spreadsheets, and PowerPoint presentations in Zoom using the same three methods: screen share, chat upload, and cloud links. You also have the option to convert those files to PDF with Smallpdf for more stable formatting.

Share Documents Directly In Zoom

• Word documents: Open the .doc or .docx file in Word or a viewer, then share that window via “Share Screen.”
• Excel spreadsheets: Open the workbook in Excel, share that window, and zoom in on the cells you want to discuss.
• PowerPoint presentations: Run your slideshow and share the slideshow window for a traditional presentation feel.

You can also attach these files directly in Zoom chat via “File,” or paste cloud links so participants can download and edit them later.

Convert Documents To PDF Before Sharing

Converting Word, Excel, and PowerPoint files to PDF before you share them helps lock in the layout and fonts so everyone sees the same thing, no matter which device they use.

With Smallpdf, you can:

• Convert Word to PDF for resumes, letters, and reports.
• Convert Excel to PDF for tables and dashboards you only need to show, not edit.
• Convert PowerPoint to PDF when you want a static copy of slides to distribute after the meeting.

Once converted, use the PDF in Zoom with the same methods as above.

Prepare and Make Your PDF Easy to Share Before and After the Meeting

A little prep work before your Zoom meeting makes sharing smoother and more professional.

You start with your original document, run it through Smallpdf to convert, compress, tidy, and secure it, and then share it in Zoom via screen share, chat, or a link. That is the flow you want for every important meeting.

1. Compress PDFs To Meet Size Limits

Large PDF files can hit Zoom chat limits or take too long to send through email later.

1. Go to Compress PDF on Smallpdf.
2. Click “Choose Files” or drag and drop your PDF into the upload area.
3. Pick “Basic” for a balanced file size or “Strong” for maximum reduction.

4. Click “Compress” and wait a few seconds.
5. Download the compressed PDF or export it to Google Drive, Dropbox, or OneDrive.

Use this lighter version when you upload to chat or share it after the meeting.

2. Convert Documents To PDF And Tidy Pages

If you start with Word, Excel, or PowerPoint:

• Use PDF Converter to turn them into PDFs first.
• Use Merge PDF to combine related documents into one file for your meeting.
• Rearrange or remove pages so only relevant content appears while you present.

This gives you one clean PDF file that is easy to walk through in Zoom.

3. Protect Or Unlock PDFs When Needed

Think about security before you share:

• Use Protect PDF if you need to add a password for confidential documents.
• Use Unlock PDF (where appropriate and allowed) to remove a password when you have the right to share a file more freely.

Balancing security and access helps keep your meeting moving without blocking the people who need to read the document.

4. Add Highlights, Notes, And Page Numbers

For more polished presentations:

• Use PDF Annotator to highlight key lines, circle figures, or add comments. Add page numbers so you can say “scroll to page 5,” and everyone can follow quickly.

These small details make it easier for participants to stay aligned as you move through your PDF during screen share.

Prepare Your PDF Files Before Sharing on Zoom Meetings

Sharing PDFs and documents in Zoom is much easier when your files are already compressed, converted, and organized.

With Smallpdf, you can prepare your PDFs and other documents before the meeting so screen sharing, chat uploads, and cloud links all work smoothly for everyone.

Frequently Asked Questions

How to share a PDF file on a Zoom meeting?

Open your PDF, join the Zoom meeting, and click “Share Screen.” Select the window with your PDF, click “Share,” and scroll or zoom while you speak. Use chat or a cloud link if you also want participants to download the PDF.

How to share a PDF file on a screen?

In Zoom, click “Share Screen,” pick the specific window or screen that shows your PDF, and confirm. Everyone in the meeting sees exactly what is on that window until you click “Stop Share.”

How do I import a PDF into Zoom?

You do not import PDFs into Zoom directly. Instead, you open the PDF on your computer, then either share your screen, upload the file into Zoom chat using “File,” or paste a cloud link to where the PDF is stored.

How do I share docs on Zoom, like Word or Excel?

Open the Word document or Excel spreadsheet, then use “Share Screen” to show the window during your meeting. You can also send the .docx or .xlsx file in Zoom chat or share a cloud link. Converting to PDF first with Smallpdf makes it easier for everyone to view the document consistently.

Can I share files through Zoom?

Yes. Click the “Chat” icon, then click “File” to upload PDFs, Word documents, Excel spreadsheets, or PowerPoint files from your computer or cloud storage. Participants can download those files directly from the chat.

How do I attach a file to a Zoom meeting?

During the meeting, open the chat panel and use “File” to attach the document. If you are planning ahead, you can also send the file in a calendar invite email or share a cloud link that you paste into the meeting chat when the time comes.