Zoom: Tools for securing meetings

About this session

Instructor: Beth Lynn Nolen
Duration:5 minutes 22 seconds
Audience: IU instructors, staff, and students
Provided by: IT Training
Digital Education Programs & Initiatives

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For additional options available for securing your meetings, see Avoid Zoombombing using Zoom privacy and security features on the IU Knowledge Base.

Important:

Report instances of Zoombombing to the University Information Security Office (UISO) as described in Report an incident.

Zoom: Securing your meetings

Updated 02-16-2021

Description of the video:

Due to recent trends involving uninvited meeting attendees compromising Zoom sessions,

you may want to consider securing meetings held in Zoom.

In this video, I'll cover some of the settings in Zoom that will help you create more secure Zoom sessions.

One way of securing your sessions involves requiring all participants to be logged into their Zoom account before accessing a meeting.

This means that anyone with a Zoom account can access your meeting once they're logged in.

While this doesn't restrict attendees to only IU participants, it can help restrict access to your Zoom meeting.

To enable the setting, you'll first want to go to zoom.iu.edu and log in with your IU account.

From here, in the navigation on the left side of the page, click on Meetings.

The Meetings page will load.

Select a meeting to edit its settings. When the meeting details load, scroll to the bottom of the page and click Edit this meeting.

In the meeting settings, scroll down to Meeting Options and check the box next to Only authenticated users can join.

Once the box is checked, "Sign into Zoom" will appear to the right of Only authenticated users can join.

Click Save to save your changes.

You can configure meeting rooms so that each participant's audio and video feeds are disabled when first joining.

To do this, you'll first want to make sure you're logged into Zoom at IU.

Once you're logged in, in the navigation on the left side of the page, click on Meetings.

From here, select a meeting to edit its settings.

When the meeting details load, scroll to the bottom of the page and click Edit this meeting.

In the meeting settings, first, look for the Video section.

To disable participant video when entering a meeting, to the right of Participant, click the radio button for Off.

Next, scroll down to Meeting Options, and check the box next to Mute participants upon entry.

Once you're done, click Save to save your changes.

In Zoom, you have the ability to enable a waiting room for each of your meeting rooms.

If you enable the waiting room, participants won't be able to join a meeting until you admit them individually.

This option works well for smaller class sessions or meetings.

To enable the waiting room, you'll first want to make sure you're logged into Zoom at IU.

Once you're logged in, in the navigation on the left side of the page, click on Meetings.

The Meetings page will load, and you'll want to select a meeting to edit its settings.

When the meeting details load, scroll to the bottom of the page and click Edit this meeting.

In the Meeting Options section, check the box for Enable waiting room.

When you're done, click Save to save your changes.

Zoom provides an option to disable removed participants from re-entering meetings.

This can be helpful if an uninvited attendee arrives in your meeting and you need to remove them.

To check this setting, first, make sure you're logged into Zoom at IU.

Once you're logged in, in the navigation on the left side of the page, click on Settings.

In the Settings navigation, click on In Meeting (Basic).

From here, scroll down until you see the setting Allow removed participants to rejoin and make sure the setting is toggled off.

If you need to toggle it off, Zoom will automatically save any changes you make.

For more information on other steps you can take to secure a Zoom meeting, go to kb.iu.edu/d/ativ.

Securing your Zoom session

You can require all participants to be logged into IU Zoom accounts.

To enable this setting:

Log into Zoom.
Choose Meetings.
Choose Upcoming Meetings (or Personal Meeting Room).
If you chose Upcoming Meetings, select the desired meeting.
Select Edit this Meeting.
Check the box to the left of Only authenticated users can join.
From the drop-down, select Only authenticated IU Zoom users can join.
Choose Save.

Turn off participant video upon entry

You can configure your meeting room so that every participant's video feed is disabled when first joining. However, unless you have manually disabled the user's video feed (see Stop the participant's video), these participants can enable their video feed once they've joined. To do this:

Log into Zoom.
Select the name of the desired meeting.
Choose Edit this meeting.
Scroll to the "Video" section. To the right of "Participant", choose off.

You can also fully disable all participants' video without the option to enable. Select Security at the bottom of the Zoom meeting, and make sure the option to allow participants to start video is toggled off.

Mute participants upon entry

You can configure your meeting room so that every participant's audio feed is disabled when first joining. However, unless you have manually disabled the user's audio feed (see Mute the participant), these participants can enable their audio feed once they've joined. To do this:

Log into Zoom.
Choose Meetings.
Select the name of the desired meeting.
Select Edit this meeting.
Check Mute participants upon entry.
Choose Save.

You can also fully disable all participants' audio without the option to enable. Select Security at the bottom of the Zoom meeting, and make sure the option to allow participants to unmute themselves is toggled off.

Note:

If you are running a webinar, your participants won't be able to unmute themselves.

Enable the waiting room

When the waiting room is enabled, participants can't join the meeting until you admit them. At Indiana University, waiting rooms are enabled by default. However, IU participants can bypass the waiting room and automatically join the meeting by default. You have the option to disable the waiting room and/or modify its bypass settings.

Enable for a single meeting

Log into Zoom.
Choose Meetings.
Select the name of the desired meeting.
Select Edit this meeting.
Check Enable waiting room.
Choose Save.

Enable for all meetings

Log into Zoom.
In the left navigation pane, choose Settings.
In the "Security section", locate the "Waiting Room" toggle.
Toggle the "Waiting room" setting on. Once it's enabled, the toggle will change in color from gray to blue.

Note:

If the waiting room is toggled on at the account level, all future meetings will by default have the waiting room enabled. You can turn this off for a single meeting when you create the meeting, or by editing the meeting.

Allow users to bypass the waiting room

If you'd like, you can allow certain types of participants to skip the waiting room and automatically join your meeting:

Log into Zoom.
In the left navigation pane, choose Settings.
In the "Security" section, locate the "Waiting Room Options" section.
Select Edit Options.
To require all participants to join the waiting room, select the bubble next to "Everyone", and then choose Continue.
To allow users who are logged into their Zoom at IU account to bypass the waiting room, select the bubble next to "Users not in your account", and then choose Continue.
You may also exempt users who are logged into Zoom accounts that are provided by other institutions (for example, another university or school). To exempt these participants, as well as participants who are logged into their Zoom at IU account, select the bubble next to "Users who are not in your account and not part of the allowed list". In the text field under "Allowed domains", enter the domain associated with the institution you would like to exempt. Then, choose Continue.

Note:

Unlike waiting rooms, the bypass setting can't be changed on a per-meeting basis. The option you set here will apply to all of your meetings, including meetings that you have already created.

Zoom provides an option to disable removed participants from re-entering meetings. This can be helpful if an uninvited attendee arrives in your meeting and you need to remove them.

Ensure removed participants are unable to rejoin meetings

Log into Zoom.
Choose Settings.
In the "In Meeting (Basic)" section, ensure that Allow removed participants to rejoin is toggled off.

Zoom: Tools for securing meetings

About this session

Zoom: Securing your meetings

Securing your Zoom session

Require participants to be logged into an IU Zoom account

Turn off participant video upon entry

Mute participants upon entry

Enable the waiting room

Enable for a single meeting

Enable for all meetings

Allow users to bypass the waiting room

Ensure removed participants are unable to rejoin meetings

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