Enabling or disabling sharing documents in meetings

Meeting hosts and participants can share Zoom Canvas content within a meeting to allow others to collaborate. This setting can be enabled or disabled. As an admin, you can set up the default sharing access level of new documents created within your account. Those settings can be applied at the account, group, and user levels.

Requirements for enabling or disabling sharing documents in meetings

• Basic, Pro, Pro Plus, Business, Business Plus, Education, or Enterprise account
• Account owner or admin privileges
• One of the following settings is enabled:
  • Zoom Canvas enabled by admin

How to enable or disable sharing documents in-meeting

Enable or disable sharing documents in-meeting at the account level

1. Sign in to the Zoom web portal.
2. Click Account Management, then Account Settings.
3. Click the Meeting tab.
4. Under the In meeting (Basic) section, click the Allow participants to share documents in meetings toggle to enable or disable the option.
5. If a verification dialog appears, click Enable or Disable to verify the change.
6. (Optional) To prevent all users in your account from changing these settings, click the lock icon , and then click Lock to confirm the setting.
7. If enabled:
   • Under Who can share documents when someone else is sharing, select one of the following:
     • Host Only: Allow only the host to share their documents in their meetings.
     • All Participants: Allow all participants to share documents in the meeting including external users.
       Note: The ability for external users to share documents in the meeting relies on other settings, such as your Canvas Access feature setup.
   • Under Who can create and share a new document in meeting, select one of the following:
     • Host Only: Allow only the host to create and share documents during a meeting.
     • Users in your organization: Allow users within your organization to create and share documents during a meeting.
     • All Participants: Allow all participants to create and share documents during a meeting, including external users.
       Note: Anonymous users, participants who are not signed in to the Zoom account, will not be allowed to create and share documents.

Enable or disable sharing documents in-meeting at the group level

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Groups.
3. Click the applicable group name from the list.
4. Click the Meeting tab.
5. Under the In meeting (Basic) section, click the Allow participants to share documents in meetings toggle to enable or disable the option.
6. If a verification dialog appears, click Enable or Disable to verify the change.
7. (Optional) To prevent all users in the group from changing these settings, click the lock icon , and then click Lock to confirm the setting.
8. If enabled:
   • Under Who can share documents when someone else is sharing, select one of the following:
     • Host Only: Allow only the host to share their documents in their meetings.
     • All Participants: Allow all participants to share documents in the meeting including external users.
       Note: The ability for external users to share documents in the meeting relies on other settings, such as your Canvas Access feature setup.
   • Under Who can create and share a new doc in meeting, select one of the following:
     • Host Only: Allow only the host to create and share documents during a meeting.
     • Users in your organization: Allow users within your organization to create and share documents during a meeting.
     • All Participants: Allow all participants to create and share documents during a meeting, including external users.
       Note: Anonymous users, participants who are not signed in to the Zoom account, will not be allowed to create and share documents.

Enable or disable sharing  documents in-meeting at the user level

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Users.
3. Click the name of the user from the list.
4. Click the Meeting tab.
5. Under the In meeting (Basic) section, click the Allow participants to share documents in meetings toggle to enable or disable the option.
   Note: If disabled, only the host of the meeting can share documents in meetings.
6. If enabled:
   • Under Who can share documents when someone else is sharing, select one of the following:
     • Host Only: Allow only the host to share their documents in their meetings.
     • All Participants: Allow all participants to share documents in the meeting, including external users.
       Note: The ability for external users to share documents in the meeting relies on other settings, such as your Canvas Access feature setup.
   • Under Who can create and share a new doc in meeting, select one of the following:
     • Host Only: Allow only the host to create and share documents during a meeting.
     • Users in your organization: Allow users within your organization to create and share documents during a meeting.
     • All Participants: Allow all participants to create and share documents during a meeting, including external users.
       Note: Anonymous users, participants who are not signed in to the Zoom account, will not be allowed to create and share documents.