Sharing a PDF in Microsoft Teams meetings allows you to present documents, reports, contracts, and presentations directly to meeting participants in real-time. Also, it eliminates the need for separate email attachments or external file-sharing services.
This guide covers multiple methods for sharing PDFs on Teams calls, essential prerequisites and permission settings, practical tips for smooth sharing experiences, and comprehensive troubleshooting solutions for common issues you might encounter.
Can You Share a PDF in a Microsoft Teams Meeting?
Yes, you can; however, you need to meet some key requirements.
First, ensure your file is stored in an accessible location. PDFs can be saved locally on your device or uploaded to OneDrive, SharePoint, Google Drive, or Dropbox. Local files are reliable since they don't depend on cloud connectivity. However, cloud-stored PDFs provide better collaboration opportunities and can still be shared in Microsoft Teams meetings.
When sharing PDFs from cloud sources, verify that file permissions allow meeting participants to access the document. Set sharing permissions to Anyone with the link, or manually add specific email addresses.
Next, confirm you have appropriate presenter rights in the meeting. Some organizational policies restrict file sharing to meeting organizers or designated presenters. Lastly, test your Internet's stability, as file sharing requires consistent bandwidth. Large PDF files may need to be compressed beforehand to ensure smooth sharing and faster loading times for all participants.
How to Share a PDF in Microsoft Teams Meeting: 3 Easy Methods
The PDF format is widely used for reports, contracts, presentations, and reference materials because it preserves formatting across devices.
Given how often these types of documents are shared, remote professionals, teachers, students, small business owners, and anyone who uses Teams regularly should know how to share PDFs in a Microsoft Teams meeting.
There are several ways to do this, including screen sharing, attaching the file to a meeting, or via link from cloud storage.
#1. Share a PDF Using Screen Sharing
To screen share PDFs on a Teams meeting, you need to:
1. Have the PDF you want to share ready.
2. Tune into your Microsoft Teams meeting.
3. Click the Share icon in the toolbar in the top-right corner.
4. Click Screen, window, or tab in the box that appears.
5. Choose Window and then your PDF’s window or Entire Screen while opening your PDF. If your PDF is on a cloud source and opened in a tab, choose Chrome Tab.
6. Click Share. This floating bar confirms you are sharing screen:
7. Click Stop sharing when you no longer want others to view your PDF in the meeting.
This method of presenting files in Teams is best when you need to walk others through the content live. It is also suitable in situations when you don’t want your meetings’ participants to open the files on their own devices.
#2. Share a PDF via File Upload in the MS Teams Chat
If you want to share a PDF in Microsoft Teams meeting so others can directly download and view them at their convenience, use Microsoft’s file upload function.
Here is how to send files during a Microsoft Teams call:
1. Join your Microsoft Teams meeting.
2. Click Chat in the toolbar at the top.
A panel like this will appear:
3. Click the Attachment icon, shaped like a paper clip, and select Attach cloud files or Upload from this device.
4. Upload your PDF and click the arrow icon to send it in the chat.
Note: The Teams chat PDF upload can take a bit of time if it’s a large file. To avoid this setback, you can compress it without losing quality.
#3. Share a PDF From a Cloud Source
Among the file-sharing options in Teams, sharing a PDF from a cloud source, like OneDrive or SharePoint, keeps your chat clean. Furthermore, it provides quick access, even if the PDF is large.
OneDrive
1. Click + Create or upload to upload your PDF to OneDrive.
2. Click My files and select your PDF.
3. Click Copy link.
4. Click Settings and customize your sharing permissions.
5. Click Anyone, Only people with existing access, or People you choose under The link works for and click Apply.
6. Share the OneDrive link in your Microsoft Teams meeting's chat.
SharePoint
1. Upload your PDF to SharePoint by clicking Upload on the left side of the window.
A box like this will appear:
2. Click Share in the top-left corner when your PDF opens.
3. Choose Can edit or Can view and click Copy link.
4. Share the SharePoint link in your Microsoft Teams meeting's chat.
Google Drive
1. Drag and drop your PDF into Google Drive or upload it by clicking + New.
2. Select your file and click Share.
3. Change your share settings to Anyone with the link. Click the dropdown next to Viewer to change the Role permissions (Viewer, Commenter, or Editor).
4. Select Copy link.
5. Share the Google Drive link in your Microsoft Teams meeting's chat.
Dropbox
1. Upload your PDF to Dropbox using the Upload or drop button.
2. Select Share.
3. Select Copy link.
4. Select Manage next to Anyone with this link can view the file and change access to your PDF.
5. Customize your sharing settings.
6. Select Copy link.
7. Share the Dropbox link in your Microsoft Teams meeting's chat.
What to Do if Sharing a PDF in Teams Meetings Fails?
Sharing a PDF in a Microsoft Teams meeting is usually simple, but technical issues can still get in the way. If your PDF file is not opening, links not working, or participants cannot access the document, there are a few reliable steps you can take to troubleshoot the problem.
#1. Check File Permissions
When sending a PDF on a Teams call from OneDrive, SharePoint, Google Drive, or Dropbox, make sure to allow access. In many cases, the issue is caused by restricted permissions. Set the file to allow viewing by anyone with the link, or grant access to specific individuals attending the meeting.
#2. Reupload or Reattach the File
If the PDF was attached to the Teams meeting chat but is not appearing for others, try removing it and uploading it again after a minute or two. Files can sometimes fail to upload properly, especially if there were Internet interruptions during the process.
#3. Reduce the File Size
Microsoft Teams meeting only supports files up to 100 MB, and even within this range, larger PDFs can cause problems during upload or take longer to open for others.
If your file is large, consider compressing it, removing unnecessary content, or splitting it into multiple files. However, keep in mind that you have a maximum of ten Teams meeting attachments.
#4. Update, Switch, or Restart the Application
If the issue seems to be with Microsoft Teams itself, check that you are using the latest version of the application. You can also try switching to the web version or using a different device to see if the problem persists.
In some cases, restarting Microsoft Teams resolves temporary glitches as well. Close the application completely, wait 30 to 60 seconds, reopen it, and rejoin the meeting before trying to share the PDF again. With the web version, it helps to clear your browser cache, too.
#5. Send a Copy After the Meeting
If none of the in-meeting sharing methods work, follow up by sending the PDF directly to participants afterward. You can share it via email or through platforms your team already uses, such as Facebook or Instagram. This ensures everyone receives the file, even if technical issues disrupted access during the meeting.
Polish Your PDFs Before Your Next Teams Meeting
Before sharing your PDF in Microsoft Teams, ensure it makes the best impression with PDF.net's tools. Add professional annotations or apply highlights to draw attention to critical information; you can also rearrange pages to help your content flow logically.
Don't forget to change fonts for easier readability and add page numbers for easy navigation during discussions. Create polished, professional PDFs that display perfectly in Teams meetings by visiting PDF.net today.
Final Thoughts
To share a PDF in Microsoft Teams meeting isn't complicated when you understand the available methods and prerequisites. Just remember to ensure stable Internet connectivity and test your sharing method before important meetings.
When technical issues arise, systematic troubleshooting through permission checks, file reuploads, size optimization, and application updates typically resolves most problems. If you need to prepare your PDFs before Microsoft Teams meetings, PDF.net can help with rearranging pages, adding page numbers, changing fonts, and more.
How to Share a PDF in Microsoft Teams Meeting FAQs
#1. Can I annotate a PDF live in a Teams meeting?
Yes, you can annotate a PDF live in a Teams meeting using the Annotate function in the presenter toolbar. However, this is only possible if you are screen sharing; it doesn’t work if you are window sharing. You can choose to be the only one who can annotate, or you can let all participants annotate.
#2. Can I download the PDF during the meeting?
Yes, you can download the PDF during the meeting if it is attached in the chat. Click on the three dots icon next to it and choose download. Alternatively, select the Files tab, the three dots icon next to your PDF’s name, and then download.
#3. Does Teams support PDF previews?
Yes, Microsoft Teams does support PDF previews; you can click the file to view it in Teams without downloading, but features like zooming, commenting, or advanced editing may be limited.
#4. How to collaborate on a PDF in Teams?
To collaborate on a PDF in Teams, upload it to OneDrive or SharePoint, share the link in the chat, and set permissions so others can interact with it. Another option is to screen share it and invite others to use the meeting's Annotate function.
#5. Can I drop a PDF into MS Teams chat?
Yes, you can drag and drop a PDF file directly into a Teams chat instead of using the Attachment icon shaped like a paper clip. The file will appear in the conversation and can be downloaded or previewed by other participants.