Are you having problems sharing documents in court?

Have you had this problem? I certainly did. Around the world, since the COVID-19 outbreak, most courts have learnt to use artificial intelligence (AI) to summarise files, sort cases, and predict risks.¹ AIJA, AI Decision‑Making and the Courts (AIJA 2023) 5–9. Meanwhile, counsel like you and I struggle with the simplest of digital tasks: sharing a PDF over Zoom.

It is an embarrassing but common scene in virtual courtrooms, or even physical courtrooms where documents are being shared, usually through Zoom. Worse still, the court’s Registrar has given previous directions: “Keep open all documents simultaneously and do not scroll.” It gives the court a headache. And then the court asks counsel to bring up a document. Counsel obliges. The screen turns black. Then it freezes. The judges twiddle their fingers in impatience. You break out in a cold sweat. Finally, the page loads, but when you scroll, it stutters like a badly dubbed film.

Why does this happen? Can we overcome it? The answer is “Yes”. Let me show you how. See how this shortcut helps you.

The Root of the Problem

Artificial intelligence will fundamentally transform how judges and court-going lawyers work.² The Promise and the Perils of Artificial Intelligence in Court Work, gkg.legal (2025). It would be ridiculous to think otherwise. But before we get to AI, we must master the basics.

The lag you experience during screen sharing is rarely a Zoom problem. It is a hardware and software problem. When you use Adobe Acrobat or Apple Preview to open large, graphic-heavy digital bundles, these programs consume an enormous amount of your computer’s random-access memory (RAM) and central processing unit (CPU).

When you click “Share Screen”, Zoom demands even more CPU power to capture your screen, compress the image, and broadcast it over the internet.³ AnyViewer, 7 Ways to Fix Zoom Screen Sharing Lag with Ease (2024). Your computer simply cannot handle the simultaneous burden of rendering heavy PDFs and encoding a live broadcast.

Then there is the internet. If you are sitting in a physical courtroom and relying on either a public or a court Wi‑Fi, you are sharing bandwidth with dozens of other devices. A weak upload speed will throttle your presentation, no matter how powerful your computer is.

The Solution: Lighter Software

The most immediate fix is to abandon heavy PDF readers for virtual hearings. If you are a Mac user, do not use Preview. Do not use Acrobat. Instead, use an open-source program called Skim.

Skim was designed for academics to read massive scientific papers without slowing down their computers. It is lightning fast. It consumes a fraction of the memory that Preview does. If you use Windows, switch from Acrobat to Foxit PDF Reader, which offers a similarly lightweight, tabbed browsing experience.

Using lighter software means your computer’s CPU is freed up to handle Zoom’s broadcasting demands. You can keep multiple documents open simultaneously, exactly as the court orders, without your machine grinding to a halt.

The Methodology: Optimising Zoom

You must also change how Zoom behaves. By default, Zoom is pre-configured to broadcast high-definition, full-motion video at 30 frames per second. But lawyers in court do not share videos. We only share static documents.

This default video setting creates a massive, unnecessary traffic jam of data passing from your laptop, through Zoom’s servers, and out to the court’s screen. Because Zoom is desperately trying to push 30 frames of high-resolution data every single second over a limited internet connection, the software bottlenecks and the image freezes. By limiting the frame rate and adjusting the capture mode, you tell Zoom to stop treating your static PDF like a blockbuster movie. This clears the traffic jam, allowing text to render sharply and immediately, even on slow Wi‑Fi.

What about the internet?

Can we use mobile phones as hotspots to connect over the court’s Zoom? Yes, absolutely. If the court’s Wi‑Fi is congested, your mobile data (4G or 5G) will often provide a more stable, dedicated upload stream. Just ensure you place your phone near a window or where the signal is strongest in the courtroom.

Conclusion

We are entering an era where AI will sift through files and assess risks. The least we can do is master our basic digital tools. Try these steps below. Your computer will run faster, your presentations will be seamless, and most importantly, the judge will not be kept waiting.

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A Word of Caution

The suggestions I make here have worked perfectly for me. They may not work for you. Do not blindly copy what I say. Every computer system and court network is unique. Ask your law firm’s technology team to help you. Check the accuracy of these configurations for your specific machine. I take no responsibility for any technical mishaps you might experience in court. You must verify these steps with your own IT department. Test everything in a mock Zoom meeting before you appear before a judge. Caveat emptor!

PRACTICAL STEPS TO ELIMINATE LAG

Here is a straightforward methodology to ensure your next virtual presentation is flawless. Share this with your junior lawyers. Remember, Caveat Emptor!

Step 1: Change your PDF Reader

(a) For Mac users, download and install Skim from skim-app.sourceforge.io.

(b) For Windows users, download and install Foxit PDF Reader.

(c) Set Skim or Foxit as your default application for opening court bundles so every PDF opens in the lighter reader automatically.

Step 2: Adjust Zoom’s Frame Rate

(a) Open Zoom, click on your profile picture, and then click “Settings”.

(b) Go to the “Share Screen” tab within the settings menu.

(c) Click the “Advanced” button at the bottom of the Share Screen tab.

(d) Check the box that says “Limit your screen share to frames-per-second”.

(e) Set the limit to 4 or 10 frames per second to dramatically reduce bandwidth usage while keeping documents crisp.⁴ Zoom Support, Managing advanced screen sharing settings (2026).

Step 3: Fix Mac Screen Capture (Mac Users Only)

(a) In the same “Advanced” menu under Share Screen, look for “Screen Capture Mode”.

(b) Change the Screen Capture Mode from “Auto” to “Previous Operating Systems”.

(c) Use this setting for the court to reduce the processing burden on macOS and smooth out your screen share.⁵ Evercast, 6 ways to finally fix Zoom’s screen sharing lag (2023).

Step 4: Turn off the Vanity Filters

(a) Go back to the main Zoom “Settings” menu and click “Video”.

(b) Uncheck “Touch up my appearance”.

(c) Uncheck “Adjust for low light”.

(d) Turn off your virtual background so Zoom no longer wastes CPU power on cosmetic enhancements instead of your documents.⁶ AnyViewer, 7 Ways to Fix Zoom Screen Sharing Lag with Ease (2024).

Step 5: The Pre-Hearing Routine

(a) Before you log into the court’s Zoom link, close every application you do not need, including your email, WhatsApp Web, and Spotify.

(b) Pause cloud-syncing services like Dropbox or OneDrive because they steal precious upload bandwidth during your hearing.

(c) Open all the required PDFs in Skim or Foxit in advance and arrange them neatly on your screen for quick access.

(d) When it is time to share your screen, ensure the “Optimize for video clip” box is strictly unchecked so Zoom treats your documents as static content, not video.

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This article is written for a general readership and does not constitute technical or legal advice. Readers with legal questions are encouraged to seek independent technical advice.

 We thank Rogerio Gonzalez of Unsplash for the image.

The author thanks Miss KN Geetha, Miss Lydia Jaynthi, Miss TP Vaani and Miss JN Lheela.

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