How to Send PDF on Zoom: Easy Methods with Tracking (2025 Guide)

Sharing PDF documents during Zoom meetings can greatly enhance your presentations and discussions, whether you're conducting sales pitches, training sessions, client meetings, or collaborative workshops. This comprehensive guide will show you two effective methods: directly uploading to Zoom for quick sharing and using Peony at $40/month to create shareable links with tracking and analytics for your PDF documents.

Quick Comparison of Methods

Method 1: Direct Upload to Zoom

While this method is straightforward and built into Zoom, it has significant limitations in terms of file size and doesn't provide any engagement tracking or post-meeting access.

Step-by-Step Process

Step 1: Start or Join a Zoom Meeting

• Open your Zoom application on desktop or mobile
• Either start a new meeting or join an existing one
• Ensure you're connected and video/audio working

Step 2: Open Chat Window

• Locate the meeting control toolbar (usually bottom of screen)
• Click on the "Chat" button to open chat panel
• Chat panel appears on right side of screen

Step 3: Send File via Chat

• Click the file/paperclip icon in chat window
• Select "Send File" or "Computer" from options
• Navigate to your PDF file location

Step 4: Choose Your PDF

• Browse to PDF file on your computer
• Select the PDF you want to share
• Verify correct file selected

Step 5: Send to Participants

• Choose recipient(s): "Everyone" or specific attendees
• Click "Open" or "Send" to initiate transfer
• Wait for upload to complete
• File appears in chat for recipients to download

Limitations of Direct Upload Method

File Size Restrictions:

• Maximum 50MB file size limit (50MB varies by plan)
• Large technical documents or portfolios may exceed limit
• Compressed PDFs sometimes lose quality
• Cannot share large catalogs or reports

No Post-Meeting Access:

• Files disappear when meeting ends (unless saved by individuals)
• No centralized location for materials
• Participants must download during meeting
• Lost if participants forget to save

No Engagement Tracking:

• Can't see who downloaded the file
• No visibility into who viewed it
• Don't know if participants opened it
• Can't track engagement or time spent

Security Concerns:

• Files transferred can be saved anywhere
• No control after sending
• Can't revoke access
• No password protection
• Anyone in meeting can save and reshare

Host Permission Required:

• File transfers must be enabled by meeting host
• Settings may block file sharing
• Corporate policies may restrict
• Not available in webinars or certain meeting types

When to Use Direct Upload

Despite limitations, direct upload works well for:

• Quick reference materials under 50MB
• Non-sensitive, public documents
• One-time sharing with no follow-up needed
• Internal team meetings
• Informal collaboration sessions

Method 2: Using Peony for Professional PDF Sharing (Recommended)

This method offers significantly more features, including engagement tracking, security controls, unlimited file sizes, and easier sharing, all for just $40/month.

Quick Recap of Steps

• Turn PDF into a Link: Upload your PDF to Peony and get a shareable link
• Start or Join a Zoom Meeting: Open your Zoom application and enter a meeting
• Send PDF Link in Zoom Chat: Share the Peony link with participants
• Present Your PDF (Optional): Open the link to present the PDF content if needed
• Analyze PDF Views: Track engagement and views after the meeting with detailed analytics

Detailed Process

Step 1: Turn PDF into a Secure Link

Upload your PDF to Peony to create a professional, trackable share link:

Upload process:

1. Log into your Peony account at Peony.ink
2. Click "Upload" button on dashboard
3. Select your PDF file or drag-and-drop
4. Wait for upload to complete (even large files upload quickly)
5. Peony automatically generates a secure shareable link

Configure sharing settings (optional but recommended):

• Password Protection: Secure sensitive materials
• Email Verification: Capture participant information
• Expiration Date: Set automatic link expiration
• Download Controls: Allow viewing only or enable downloads
• Watermarking: Add participant watermarks to protect IP
• Access Notifications: Get alerted when viewed

Once uploaded, copy the generated link:

• Clean, professional URL
• Works for unlimited file sizes
• No download required for viewing
• Mobile-friendly
• Fast loading

Upload your PDF to Peony

Step 2: Start or Join a Zoom Meeting

Meeting setup:

• Open your Zoom application (desktop or mobile)
• Either start a new meeting or join scheduled meeting
• Ensure meeting is active and participants present
• Verify you have permission to use chat
• Check if screen sharing needed for presentation

Step 3: Send PDF Link in Zoom Chat

Share your Peony link professionally with meeting participants:

In the Zoom meeting:

1. Click the "Chat" button in meeting control toolbar
2. Chat panel opens on right side of screen
3. Compose your message with context
4. Paste the Peony link into chat message
5. Choose recipients: "Everyone" or specific participants
6. Send the message

Professional sharing message examples:

For Sales Presentations:

Hi everyone! Here's the product overview we discussed:
[Peony Link]

You can access this anytime, and I'll follow up with each of you separately.

For Training Sessions:

Training materials are available here:
[Peony Link]

Password will be sent separately. Please review before next session.

For Client Meetings:

As promised, here's the proposal for your review:
[Peony Link]

Let me know if you have any questions!

Sharing best practices:

• Provide context for what PDF contains
• Mention if password is required
• Note the PDF will remain accessible after meeting
• Include your contact info for questions
• Encourage participants to review
• Set expectations for follow-up

Step 4: Present Your PDF (Optional)

If you need to walk through the PDF during the meeting:

Presentation process:

1. Share Your Screen:

   • Click "Share Screen" button in Zoom controls
   • Select which screen/window to share
   • Choose "Share computer sound" if PDF contains media

2. Open Peony Link:

   • Click the Peony link in your browser
   • PDF opens in professional viewer
   • Full-screen for better visibility
   • Page navigation clearly visible

3. Present Content:

   • Navigate through PDF pages
   • Use Zoom annotation tools if enabled
   • Explain key sections
   • Answer questions in real-time

4. Stop Sharing When Done:

   • Click "Stop Share" when finished
   • Return to normal meeting view

Presentation advantages with Peony:

• Professional PDF viewer (no local PDF reader issues)
• Consistent experience for all viewers
• No need to send file before meeting
• Participants can access later
• Track who reviews after meeting

Step 5: Analyze PDF Engagement After the Meeting

One of the biggest advantages of using Peony is the ability to track post-meeting engagement:

Access your Peony analytics dashboard:

1. Log into your Peony account
2. Navigate to the analytics dashboard
3. Select the specific PDF shared in Zoom meeting
4. Review comprehensive engagement metrics

Key metrics available:

• Number of Views: Total and unique viewers
• Time Spent: How long each participant spent on each page
• Page Views: Which pages got most attention
• Completion Rate: Who viewed entire document
• Return Visits: Participants who reviewed multiple times
• Geographic Data: Where participants accessed from
• Device Information: Desktop vs. mobile viewing
• Access Timeline: When participants viewed (during or after meeting)

Strategic insights from analytics:

For Sales Meetings:

• Know which prospects reviewed your proposal after call
• See which sections they spent most time on
• Identify objections based on skipped sections
• Perfect timing for follow-up (right after they review)
• Prioritize hottest leads based on engagement

For Training Sessions:

• Track which participants reviewed materials
• Identify sections needing more explanation
• See completion rates for compliance
• Follow up with participants who haven't reviewed
• Improve materials based on engagement patterns

For Client Presentations:

• Understand client interest level
• See which services attracted most attention
• Know when they shared internally (multiple viewers from same company)
• Optimize follow-up based on engagement
• Tailor next conversation to their interests

For Team Meetings:

• Monitor material review completion
• Identify questions before next meeting
• Track compliance with review requirements
• Understand team engagement patterns
• Improve internal communications

Key Takeaways and Best Practices

To send a PDF on Zoom effectively:

Method Selection

Use Direct Zoom Upload When:

• File is under 50MB
• Quick, informal sharing
• Public, non-sensitive document
• No post-meeting access needed
• One-time reference only

Use Peony Link Method When:

• File is any size (no limits)
• Professional presentation matters
• Need to track engagement
• Want post-meeting access
• Sensitive or proprietary content
• Follow-up planned
• Analytics valuable
• Recommended for most business use cases

Security Best Practices

For Sensitive PDFs:

• Always use password protection
• Send password via different channel (not Zoom chat)
• Set expiration dates
• Enable email verification
• Monitor access logs
• Use watermarking
• Disable downloads if view-only intended

For Confidential Meetings:

• Record who attended Zoom meeting
• Cross-reference with PDF access logs
• Ensure only participants received link
• Revoke access for no-shows if needed
• Track unauthorized sharing attempts

Follow-Up Strategy

Leverage Peony analytics for smart follow-up:

• Contact participants who spent longest time reviewing
• Address concerns of those who skipped sections
• Send reminders to those who haven't viewed yet
• Customize follow-up based on what they viewed
• Use engagement as qualification signal

Follow-up timeline:

• Same day: For hot leads who reviewed immediately after call
• Next business day: For those who opened but briefly viewed
• 3-5 days later: For those who haven't opened yet
• One week: Final reminder for non-viewers

Professional Presentation Tips

During meeting:

• Mention you'll share link in chat
• Explain what PDF contains
• Note it will remain accessible after meeting
• Encourage review and questions
• Provide contact for follow-up

In chat message:

• Clear description of PDF content
• Professional formatting
• Your contact information
• Password sharing method
• Expiration date (if applicable)

Advanced Tips for Zoom + Peony Integration

Pre-Meeting Distribution

Send Peony link before meeting for preparation:

• Email link 24 hours before meeting
• Track who reviews in advance (better prepared discussions)
• Identify engaged participants
• Tailor meeting based on pre-review analytics

Post-Meeting Resource Hub

Create data room with all meeting materials:

• Presentation slides
• Reference documents
• Product specifications
• Pricing information
• Case studies
• All in one secure location

Multiple Document Sharing

For meetings requiring several PDFs:

• Upload all documents to Peony
• Create organized data room
• Share single link to entire collection
• Participants access what they need
• Track engagement with each document

Webinar Integration

For larger webinars:

• Mention PDF availability during presentation
• Share Peony link in chat
• Require email for access (lead capture)
• Follow up based on engagement
• Build nurture sequences

Comparison: Peony vs. Other PDF Sharing Methods for Zoom

Conclusion

Sending PDFs on Zoom effectively enhances your meetings and provides valuable resources to participants. While direct Zoom upload works for simple scenarios, using Peony at just $40/month provides professional features including unlimited file sizes, comprehensive analytics, security controls, and post-meeting accessibility.

Choose Peony when:

• Professional presentation matters
• File exceeds 50MB
• Need to track engagement
• Want post-meeting access
• Require security features
• Analytics drive your follow-up
• Recommended for business use

Key benefits of Peony method:

• Share files of any size
• Track who views and when
• Know which sections interested them
• Perfect follow-up timing
• Protect sensitive content
• Professional branded experience
• Permanent access (not just during meeting)
• Detailed engagement analytics

Start using Peony for your Zoom meetings

FAQ

How do you share a PDF presentation on Zoom?

The best method is to use Peony to create a shareable link, then paste that link in the Zoom chat. Participants click the link to view your PDF in their browser. You can also screen share the Peony link to present the PDF to everyone simultaneously.

How do I allow sending files in Zoom?

As a meeting host, go to Zoom settings > In Meeting (Basic) > File Transfer and toggle it ON. Meeting participants will then be able to send files via chat. Note that this setting must be enabled before the meeting starts.

How do I attach documents to a Zoom meeting invite?

You cannot directly attach files to Zoom meeting invites. However, you can include a Peony link in the meeting description or invitation email. This provides participants with advance access to materials and allows you to track who reviews before the meeting.

How do I share an image on Zoom?

For images, you can use direct file upload via Zoom chat (same process as PDFs) for files under 50MB, or use screen sharing to display images, or create a Peony link if you want tracking and security features.

Can I send PDF via Zoom?

Yes, Zoom allows PDF sharing via the chat function if file transfer is enabled and your PDF is under 50MB. For larger files or better functionality, use the Peony link method described in this guide.

How do I track PDF views after sharing on Zoom?

When you share PDFs using Peony links, you get complete analytics showing who viewed your PDF, when they accessed it, how long they spent on each page, and which sections they focused on. This is impossible with direct Zoom file uploads.

How can I present a PDF during a Zoom call?

The best way is to share your screen and open your PDF either locally or via a Peony link. Using Peony provides a professional viewing experience with clean interface, page navigation, and ensures all participants see the same content simultaneously.

Is there a file size limit when sending PDFs on Zoom?

Yes, direct Zoom file uploads are limited to 50MB. To share larger PDFs, use the Peony link method which has no file size restrictions and works for PDFs of any size.

How do I enable participants to download the PDF I share?

With direct Zoom upload, participants automatically receive a downloadable file. With Peony links, you control download permissions in your security settings—you can allow downloads or restrict to view-only access.

Can I annotate a PDF while sharing it on Zoom?

Yes, when screen sharing a PDF, you can use Zoom's built-in annotation tools to mark up, highlight, and draw on the PDF. These annotations appear to all participants but are not saved to the PDF unless you save them separately.

Related Resources

• How to Send Documents Securely via Email
• How to Send Large PDF Files
• Document Tracking Software Comparison
• How to Password Protect PDF
• How to Prevent PDF Forwarding