How To Share a PDF File on MS Teams Meeting

If you're hosting a meeting in Microsoft Teams and need to share a PDF, this guide will walk you through the process step by step. With Smallpdf, you'll ensure your files are optimized for a smooth and professional sharing experience.

Why Sharing a PDF in MS Teams Matters

Even if you're presenting a report, sending out meeting minutes, or displaying a client proposal, PDFs offer a reliable format that maintains its layout across devices.

By sharing PDFs in MS Teams, you enable attendees to view exactly what you prepared, without formatting issues.

Here’s everything you need to know — from preparing your PDF using Smallpdf to sharing it during your Teams meeting.

Step 1: Prepare Your PDF with Smallpdf

Before sharing your PDF file in Microsoft Teams, make sure it’s ready. Preparing your document ensures quicker uploads, smoother viewing, and enhanced professionalism.

Compress Your PDF

Nobody wants to deal with bandwidth issues mid-meeting. Use Compress PDF to reduce your file size while maintaining high quality. A compressed file shares faster and loads seamlessly for all participants.

• Drag and drop your PDF to the Compress PDF.
• Select “Strong compression” for maximum size reduction.
• Download your optimized file for sharing.

Secure Your PDF

If your PDF contains sensitive data, it’s a good idea to secure it. Use Protect PDF to add a password before sharing.

• Upload your PDF to the Protect PDF tool.
• Add a strong password and confirm it.
• Download your protected file.

By compressing or securing your document, you ensure a professional and efficient sharing experience.

Step 2: Share the PDF During the Meeting

Microsoft Teams doesn’t allow you to share PDF files directly using the ‘Share Content’ function. Instead, here’s how you can present it during the meeting:

Option 1: Screen Share with the PDF Reader

1. Open the PDF - Use a PDF reader like PDF Reader to open the document.
2. Access Sharing Options - Click the ‘Share’ icon (upward arrow in a box) on your Teams meeting controls.
3. Select ‘Window’ - Choose the specific window displaying your open PDF file.
4. Click ‘Share’ - The PDF will now be visible to all participants in the meeting.

Pro Tip: If Teams isn’t recognizing the PDF window, minimize and restore it. This will refresh the window list.

Option 2: Share the PDF via Chat

1. Open the Meeting Chat - Click the chat icon in Teams meeting controls.
2. Attach the File - Select the paperclip icon or ‘Attach’ option.
3. Upload Your PDF - Choose your prepared file from your device or Microsoft OneDrive.
4. Send the File - Click ‘Send’ to share the PDF with all participants.

Participants can download the file from the chat and refer to it during or after the meeting. Files shared here are saved in the meeting’s “Files” tab for future reference.

Tips for Smooth PDF Sharing in Teams

• Test Before Your Meeting Always test sharing your PDF before the meeting begins. It ensures you’re confident navigating the process while avoiding technical hiccups.
• Inform Your Participants Before sharing the PDF, give attendees a quick heads-up so they know where to look and what to expect.
• Use Annotation Tools If your PDF contains visuals or charts, use the annotation tools provided by your PDF reader to highlight key points beforehand.
• Organize Your Files Make sure you’ve saved all files in a location that’s easy to access during the meeting to avoid delays.

How to Manage or Delete Shared Files in Teams

Once your meeting is over, you might want to revisit shared files or tidy up the Files tab. Here’s a quick tip:

• Deleting Files from Teams Meeting Go to the “Files” tab in Teams, right-click the file you wish to remove, and select ‘Delete.’

This ensures your shared space remains organized.

Make Your Meetings Better with Easy PDF Sharing

Sharing a PDF during a Microsoft Teams meeting doesn’t have to be complicated. By following these steps and preparing your file with Smallpdf, you ensure a smooth and professional experience for everyone involved.

Whether using screen sharing or uploading via chat, your audience will always have access to the files they need. Take your Teams meetings to the next level.