There are cases where you want to send the file itself instead of screen sharing.

Zoom has a function to send files from the chat screen. Meeting agendas and webinar texts can be conveniently sent in batches using Zoom’s file transfer.

You may not often see the chat screen during a regular meeting, but the chat function has various advantages as an aid to communication during meetings.

In this article, we will explain the benefits of Zoom chat and how to use it conveniently.

Benefits of using chat during a Zoom meeting

Since there is video and audio during a Zoom meeting, some of you may be wondering why it is necessary to use text chat.

In fact, there are scenes where text messages come to life precisely because you are in a video conference.

Benefits of using chat during a Zoom meeting include:

Communicate without interrupting the flow

When you have to leave the room for some reason during a meeting, it is difficult to communicate without interrupting the flow of the conversation. Speaking through the microphone will interrupt the conversation.

That’s why I’m reluctant to quietly leave my seat.

In such a case, if you send a message from chat, you can convey the situation without interrupting the flow of the meeting.

Participants can communicate individually

If you speak with a microphone during a Zoom meeting, all participants will hear it. Chat is convenient if you want to communicate with each other individually.

Zoom’s chat has a private chat function that not only sends to everyone, but also selects the other party and sends a message.

Enter important information in text and confirm

In order to prevent you from missing important matters such as matters to be communicated and decisions, it is effective to write them down in the chat.

It’s safe to check things like the notation of proper nouns, which are easy to mishear or spell.

Save chats and use them as logs

Since you can save the exchanges on the chat, it is also recommended to use it as a memorandum.

It can also be used for reviewing when creating minutes later.

Can be used to report the status of equipment trouble

It’s hard for other people to notice when you’re having trouble getting your voice into the mic due to a device malfunction. In such a case, you can use text messages to inform other participants of the situation.

Can send files

When you want to develop materials during a meeting with Zoom, you use “screen sharing”.

Screen sharing displays the sharer’s screen in the Zoom window, but the characters may be small and difficult to read.

Also, if you want a participant to operate the file, you must give permission for remote control to the other party each time.

In addition to showing the screen, if you want the participants to open the file on their computer or actually operate it, you want to send the entire file.

If you send a file from Zoom chat, you can send the file to all participants without launching other software such as email.

Even if you are distributing materials during a webinar, you can reliably share them with attendees by sending files from chat during the webinar.

Try using the chat function

Let’s send a message using chat on Zoom.

How to send a message during a meeting

1. Select “Chat” in the meeting controls.
2. Select a destination from the pulldown.
3. Type your message and press Enter to send it.

The default recipient is “Everyone”, but if you want to send a message individually, select the recipient and then send the message.

Precautions when using smartphones

On a computer, the chat window can always be displayed next to the video image, but on a smartphone it cannot be displayed on the same screen as the video or screen sharing.

I will explain how to use chat on a smartphone.

1. During a meeting, tap ellipsis (details).
2. Select “Chat” to switch to the chat window.
3. Check and send messages.
4. After confirming the chat, tap “Close” to return.

On your smartphone, you need to switch to another screen, so it takes some getting used to, but when you receive a chat addressed to you, a notification icon will appear on the “…” icon, so you won’t miss it.

You can chat with other registered contacts even when you are not in a meeting.

You can chat with people you add to Contacts, even when you’re not in a meeting.

If you want to use Zoom chat for regular communication, register it as a contact.

How to send files

I will explain how to send files in Zoom chat.

File submission prerequisites

Zoom’s file transmission is a function of the PC version desktop client only.

Text chat can be used on iPhones, iPads, and smartphones, but files cannot be sent. When using a computer, please note that files cannot be sent if you participate from a browser.

Also, in order to send files, the version of the app must meet the following prerequisites.

If you want to use file transmission, install the Zoom desktop client on your computer and update it to the latest version.

How to send files in chat

1. Join the meeting with the Zoom desktop client.
2. Click Chat.
3. Select the destination from the pulldown.
4. Click the file icon.
5. Select the file to send and the file will be sent.

Items to check when files cannot be sent with Zoom

After joining a Zoom meeting, you may not see “chat” in the menu. Also, there are patterns where you can’t send files even if you have “chat”, or you can’t send the selected file.

This is not a bug, but a setting on the host side.

Permission to use chat and send files can be turned on or off in Zoom Zoom webinar window smaller, other options will move to [ Details ]. There are also new settings, and it will be applied to the meeting you host.

It is intended to restrict unnecessary functions according to the purpose of the meeting, but since it is not possible to set it individually for each meeting, it may happen that “the settings of the previous meeting were left as they are”.

If you cannot use chat or send files on Zoom, please check the host settings.

All of the following items are set on the Zoom web portal (https://zoom.us/).

Allow chats to be sent and received

1. In the Zoom web portal, open Settings → In Meeting.
2. Activate “Chat” by turning it on.
3. “By default, participants are allowed to chat with the following users” sets the range of chats that can be sent and received.

Allow manual saving of chats

1. After enabling chat, check Allow users to save chat from meetings.
2. Select the range to allow saving.

Authorized users can save chat logs locally by clicking the “…” on the chat screen and selecting “Save Chat”.

Automatically save chats

1. Enable chat in the Zoom web portal.
2. Turn on Chat Autosave.

Allow file transmission

1. In the Zoom web portal, open Settings → In Meeting.
2. Check Send files in meeting chat to enable file sending.

Limit the types and maximum sizes of files that can be sent

In order to prevent sending large files or dangerous files, there is a function to limit the upper limit of file types and sizes that can be sent in Zoom chat.

To specify the file type and size, configure the following settings after enabling file transmission.

• Specify file types: Check “Allow only specified file types” and enter the file types separated by commas, such as “.pdf,.doc,.jpeg”.
• Specify maximum file size: Check “Maximum file size” and enter the file size numerically.

After setting, press the “Save” button to apply.

Controlled by group accounts if settings cannot be changed

If the host tries to change the settings for chat or file transmission but the items are grayed out and cannot be changed, it is possible that the functions are restricted on a group or account basis.

Check with your group administrator or account administrator.

summary

• Zoom chat can be used as an aid to communication during meetings
• Chatting is convenient for sending files to meeting participants
• Sending files is a desktop app only feature
• Files cannot be sent from an iPhone, iPad, smartphone, or browser
• Chat and file transmission can be controlled by host settings

Use Zoom’s chat function, which compensates for the weaknesses of video conferencing, for smooth communication.