Overview

The following information provides suggested settings for creating private and secure Zoom sessions and steps you can take to reduce the possibility of unwelcome guests joining your meeting or webinar. There have been incidents involving ZoomBombers disrupting open meetings!

Preparing Secure Meetings	Managing Secure Meetings
Download Zoom from Rice	Security Button
Keep Zoom Updated	Report a User
Meeting Passwords	Remove Meeting Participants
Require Attendees to Log Into a Zoom Account	Mute Attendees
Disable “Join Before Host”	Turn Off Attendee Video
Waiting Rooms	Lock Your Meeting
Refrain from Using a Personal Meeting ID (PMI)	Disable Private Chat
Set an Alternative Host	Turn Off Attendee Annotation

Preparing Secure Meetings

Download Zoom from Rice

Hackers have targeted people by distributing malicious Zoom installers. Be sure to only download Zoom from Rice's Zoom Download Center (https://riceuniversity.zoom.us/support/download).

For more information, read PSA: Fake Zoom installers being used to distribute malware.

Keep Zoom Updated to the Latest Version

Check for the latest updates on your Zoom application.

Open the Zoom App.
Click on your user icon on the top right.
Click "Check for Updates" in the drop down menu.
If updates are available, a message will appear that says "Update Available."
Click "Update" to install.

Zoom profile menu with 'Check for Updates' selected.

Meeting Passwords

Requiring a password is a straightforward way to protect your Zoom meetings. You can send your chosen password directly to your attendees via email or chat, but be sure to remind them not to share the password with others. Note, you can also embed the password directly in the invitation link (see following section).

Zoom meeting settings with a strong password required.

While scheduling a meeting, under Meeting Options, check Require Meeting Password, and then specify a strong password. Participants will be asked for this password in order to join your meeting.

Embed Password in Scheduled Meetings

If you'd rather require a password for all scheduled meetings as the default, you can change that setting in your Zoom profile. You can even choose embed the password in the 'Join' link, so only students who can access that link will be admitted to the meeting.

Go to your Zoom profile page and select 'Settings' in the left side navigation menu.
Select the 'Meeting' tab, then scroll down slightly to the password options.
Next to the option labeled 'Require a password when scheduling new meetings,' make sure the switch is toggled ON. This will automatically generate a password for any meetings, which you can share directly with your students.
If you'd rather not have to send the password to students, then turn ON the option labeled 'Embed passwords in meeting link for one-click join.' This means that whenever students click the 'Join' link, the password will be applied automatically.

Zoom settings with password options selected

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Require Attendees to Log Into a Zoom Account

You can require all participants to be logged into their Zoom accounts before accessing your Zoom meeting room. While this setting does not discriminate between institutions providing Zoom accounts (that is, it cannot restrict the meeting to accounts provided by Rice), this is an additional precaution you can take to restrict access to your meeting.

Enable ‘Require Authentication’ by Default

Go to your Zoom profile and select ‘Settings’ in the left navigation menu.
Select the ‘Meeting’ tab, then scroll down to find settings related to passwords and authentication.
Find the setting labeled ‘Only authenticated users can join meetings,’ toggle the switch ON.
Check any previously scheduled meetings to ensure they require authentication (see following section).

Zoom settings, require authentication option enabled.

Change 'Require Authentication' per Meeting

Open the 'Zoom' link in your Canvas course navigation.
Click 'Upcoming Meetings' (or Personal Meeting Room).
Select the desired meeting and click 'Edit this Meeting'.
Check the box to the left of 'Only authenticated users can join'. Note, after checking the box, a pull down menu will appear with 2 options, Rice members or anyone that has a zoom account.
Click 'Save'.

zoom authenticated options.png

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Disable "Join Before Host"

'Join before host' can be a convenient option for allowing attendees to carry on with a meeting when the host is not able to start. If you are scheduling a meeting where sensitive information will be discussed, we recommend leaving this option disabled. We also recommend requiring a password if you decide to enable 'Join before host.'
Zoom recommended settings, "Join before host" is disabled.

While scheduling a meeting, under Advanced Meeting Options, select that the 'Join before host' toggle is turned OFF. See Zoom's Join Before Host help page for more information. Note, this option is disabled by default.

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Waiting Rooms

One alternative to allowing students to join your meetings before you is to enable Waiting Rooms. However, waiting rooms can become difficult to manage in larger classes where students may accidentally be left waiting indefinitely. Consider assigning an alternative host or co-host to help you admit students into the meeting from the waiting room.

For more information, see the Managing Waiting Rooms section on the Advanced Tips & Strategies page.
Also see the Waiting Rooms ON/OFF section of the Manage Default Settings page.

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Refrain from Using a Personal Meeting ID

Avoid using your Personal Meeting ID (PMI) to host public events. Your PMI is basically one continuous meeting and you don’t want anyone crashing your personal virtual space.

Avoid Using Personal Meetings by Default

Go to your Zoom profile and select ‘Settings’ in the left navigation menu.
Select the ‘Meeting’ tab, then scroll down to find settings related to PMI (personal meeting ID.
Make sure the settings labeled ‘Use Personal Meeting ID when scheduling a meeting’ and ‘...when starting an instant meeting’ are toggle OFF.

Zoom settings, do not use personal meeting ID.

Avoid Personal Meetings per Meeting

Open the 'Zoom' link in your Canvas course menu.
Click 'Upcoming Meetings' and select the desired meeting.
Click 'Edit this Meeting'.
Make sure the box labeled ‘Use Personal Meeting ID’ is unchecked.
Click 'Save'.

Zoom settings in Canvas, personal meeting is unchecked.

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Add Alternative Hosts

In large meetings, it can be difficult for a single host to manage the meeting controls alone. You can assign an alternative host in the meeting settings before the meeting starts. Note, alternative hosts must have a paid Zoom account, so this includes other Rice faculty members, but may exclude most students.

While scheduling a meeting, under 'Advanced Meeting Options,' type the email address of another Zoom pro user in the field labeled 'Alternative Hosts.' When you select 'Save,' and email will be sent to the person you invited. Note, alternative hosts can also start meetings.

Make a Participant Co-Host

Once the meeting starts, you can make anyone who joins the meeting a co-host, including students with basic accounts. Co-hosts have access to the meeting controls like admitting and removing participants, muting and unmuting participants, recording, and more. See Zoom's Enabling and adding a co-host for more information. Note, we do not recommend making someone full host because you will lose your role as host.

Zoom settings, make participants co-host from manage participants 'More' menu.

Select Manage Participants at the bottom of the Zoom window. In the Participants panel, select More next to the person you want to remove. From the list that appears, select Make Co-Host.

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Managing Secure Meetings

Security Button

Meeting hosts will find the Security button in the Zoom toolbar whenever they start a meeting. This button is designed to give you immediate access to actions that help you manage disruptions to your meeting. Some actions control access to the meeting, while other actions control participants' behaviors.

Meeting Actions

Lock Meeting - Allows you to continue the meeting with current participants while closing the meeting off to anyone else trying to join.
Enable Waiting Room - Keeps the meeting open while placing all new attendees into a waiting room where they must be admitted. The host (instructor) can check their Zoom settings to see if Waiting Rooms are ON by default (not recommended), and can select "Enable Waiting Room" when scheduling a meeting
When attendees join the class meeting, you will receive a notification that they have entered the waiting room. You can admit them, or choose to "see waiting room" where you can manage admission one student at a time, or all at once from the 'Participants' panel.

You can place students back into the waiting room, or you can remove them. Note that removing them will not allow them to reenter the meeting.
Hide Profile Pictures - Hides the profile pictures of all hosts and attendees.

Participant Actions

Screenshot of Zoom meeting security button menu that is available to hosts

Unchecking the item will:

Share Screen - Disable participants' ability to share their screen.
Chat - Disable participants' ability to chat with the entire meeting and privately (individual user to user)
Rename Themselves - Disable attendees ability to change their display name (possibly something offensive).
Unmute Themselves - Disable participants ability to make themselves heard over microphone.
Start Video - Disable participants ability to make themselves visible over webcam.

Remove Participant

Clicking Remove Participant in the Security menu will allow you to select the participant you want to remove. The participant can not re-join unless Allow removed participants to rejoin is enabled in Meeting settings. You can check the Report to Zoom box to report the user if necessary.

Alternatively, select 'Manage Participants' in the Zoom toolbar.
In the Participants panel, select 'More' next to the person you want to remove.
From the list that appears, select Remove.
Once removed, the participant can no longer rejoin the Zoom session.

Zoom, Manage participants, remove attendee

Zoom recommended settings, unable to rejoin.

Suspend Participant Activities

This option will turn off all participant's video, audio, ability to chat and share their screen. It will also lock the meeting to prevent participants from joining.

Report a User

You can report users for inappropriate/abusive behavior quickly and easily to Zoom's Trust and Safety team. You will be able to select which user to report and provide details about the problem. You can also upload evidence, such as screenshots.

Report users from the 'Manage Participants panel'

= Zoom 'Manage Participants' panel with 'Report' selected in the 'More' menu next to the user's name.

A window will open where you can select
- who you'd like to report
- what type of problem(s) they are causing
- any additional information or screen shots.

screenshot of zoom report a user tool

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Mute Participants

Hosts and Co-hosts can mute/unmute individual participants or all of them at once. Both roles can block unwanted, distracting, or inappropriate noise from other participants. You can also enable 'Mute Upon Entry' in your settings to reduce noise and clutter when large meeting start.

Mute Participants Upon Entry by Default

Go to your Zoom profile and select 'Settings.'
Select the 'Meeting' tab, then scroll down until you almost reach the 'Basic' settings.
Find the setting labeled 'Mute participants upon entry' and toggle the switch OFF.

Zoom settings, mute upon entry toggled ON.

Mute Attendees During a Meeting

Select 'Manage Participants' button in the Zoom toolbar.
Find the attendee you'd like to mute and select the 'Mute' button next to their name. Note, attendees can unmute themselves unless you disable this setting in the 'More' menu.
Mute and Unmute all participants using the buttons in the bottom of the participants panel.
Select the 'More' button to 'Mute Participants on Entry' and to disable attendees ability to unmute themselves.

Zoom meeting controls, mute and unmute participants settings.

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Turn Off Attendee Video

Hosts can turn off attendees’ video. This will allow hosts to block unwanted, distracting, or inappropriate gestures on video or for that time your friend’s inside pocket is the star of the show. Note, hosts cannot turn attendees’ video back on, but can request that they turn it on.

During a meeting, select 'Manage Participants' in the Zoom toolbar.
Select the ‘More’ button next to the attendee who’s video you’d like to stop.
Select ‘Stop video’ in the menu.

Stop Video	Start Video

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Lock Your Meeting

You may choose to lock your meeting session once all your attendees have joined using the Zoom Host Controls. When a meeting is locked, no one can join, and the host will NOT be alerted if anyone tries to join.

Zoom recommended settings, lock meeting.

Select Manage Participants at the bottom of the Zoom window. Select More at the bottom of the Participants panel. From the list that appears, select Lock Meeting.

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Disabling Private Chat

Zoom has in-meeting chat for everyone or participants can message each other privately. Restrict participants’ ability to chat privately while your event is going on and cut back on distractions. This is to prevent anyone from sending and/or receiving unwanted messages during the meeting.

Disable Private Chat by Default

Go to your Zoom profile and select ‘Settings’ in the left navigation menu.
Select the ‘Meeting’ tab, then select ‘In Meeting (Basic)’ in the submenu.
Under the main ‘Chat’ setting’ make sure that ‘Private chat’ is toggled OFF.

Zoom settings, disable private chat.

Disable Private Chat During a Meeting

Select the 'Chat' button in the Zoom toolbar.
In the lower right area of the chat panel, select the 'More' icon (three dots).
Make sure that the setting labeled ‘Everyone publicly and privately’ is NOT selected.

Zoom meeting settings, disable private chat.

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Turning Off Annotation

You and your attendees can doodle and mark up content together using annotations during screen share. You can disable the annotation for participants feature in your Zoom settings or during a meeting to prevent people from writing on the screens.

Disable Participant Annotations by Default

Go to your Zoom profile and select ‘Settings’ in the left navigation menu.
Select the ‘Meeting’ tab, then select ‘In Meeting (Basic)’ in the submenu.
To prevent participants from annotating, toggle the 'Annotation’ setting OFF. Note, hosts can still annotate.

Zoom settings, disable participant annotations.

Alternatively, allow only the user who is actively sharing their screen to annotate.

Disable Annotations During a Meeting

While sharing your screen, select the ‘More’ button in the Zoom toolbar.
Select the Disable Attendee Annotation option in the menu.

Zoom disable attendee annotations in meeting.

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