The videos below are designed as brief instructional segments to help you Join a Meeting, Access Conversations, View Meeting Notes, and Share a screen during a Microsoft Teams meeting.

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Download latest Zoom Client Software

• Make sure to periodically update your Zoom client to take benefit of all the latest features and security protocols.

Download and review Securing Your Zoom Meetings guide

Download and review Zoom Security White Paper

Public Links

• It is recommended that you don’t post Zoom Links on public pages where anyone can search and find your meeting.
• If you do post on page please make sure you configure your settings properly so that your meeting can be safe from disruption.

Pre-Meeting Security Settings (Recommended Settings)

Basic Options

• Meeting ID – Recommendation: Generate Automatically (Randomly)
• Passcode – Required by Default – Recommendation: Do not re-use the same passcode
• Waiting Room – Recommendation:  Always use a waiting room to ensure only invited participants are allowed to enter.
• Video – Recommendation:  Turn off Video for both HOST and Participants, this will make sure webcams are off when you enter a meeting.  Each individual can still turn them on, but it will ensure no one is caught on camera.
• Audio - Recommendation:  Select both Telephone and Computer Audio to give your participants an option to connect to your meeting

Advanced Options

• Allow participants to join anytime – Recommendation: Do not turn this on, the HOST or Co-Host should be first to enter a meeting.
• Alternative Hosts – Recommendation: If you are hosting a large meeting that may require more coordination consider having additional help with Co-Hosts. Enter their e-mail address in this area.  They have all of the same administrative permissions for this meeting as the HOST. Please note that Alternative hosts should be licensed members of the same domain.  Once the meeting begins, you can promote any guest to Co-HOST.

In-Meeting Security Settings

Once a meeting starts a HOST has many additional security settings for controlling permissions for participants.  They can access these settings for the individual meeting on the Security button on the Zoom toolbar.

• Lock Meeting – Recommendation: If you have a small list of known invitees to your meeting you may want to “Lock the room” so no other participants can join.
• Enable Waiting Room – Recommendation: If you did not previously enable a waiting room, you have the option to do it any time during the meeting.

Allow Participants to: Here you will be able to remove permissions to all participants who are not HOST or Co-Host

• Share Screen – Recommendation: Uncheck this option to block screen sharing from all participants.  Only HOST or Co-Host can share screens.
  • While screen sharing, turn off annotations for participants or be cautious if you choose to turn on this feature, because anyone can type or draw on the screen.
• Rename Themselves - Recommendation: Uncheck this option to block all participants from renaming themselves.  Only HOST or Co-Host can rename a participant in the meeting.
• Unmute Themselves - Recommendation: Uncheck this option to block all participants from being able to unmute their microphone.  Only HOST or Co-Host can continue to unmute and allow individual users to unmute themselves on the Participants list.
• Start Video - Recommendation: Uncheck this option to block all participants from turning on their Webcam.  Only the HOST or Co-Host can turn on the video and ask individual participants to unmute their camera from the Participants list.

Zoom Meeting

• This type of meeting is geared towards situations that require more interactivity between the participants.  You can HOST a meeting with up to 300 users. Features like polls and breakout rooms are unique to this method of video conferencing.
• Zoom also offers a large meeting license that allows for 1000 users.

Zoom Webinars

• Requires a special license.
• Is geared for a presentation style of meeting with less interaction from the audience. Usually best to use when you have a large meeting of over 300 and you need less interaction between participants.
• If you intend to present to an external group or an unknown number of participants, it is recommended to use this format.
• Features a Q&A feature for participants to raise their hand to request to speak or submit questions via chat that can be moderated.
• Attendees can only view, listen, and speak when authorized by the HOST.

Zoom Trainings

For more information on Zoom training where we cover these security protocols and settings please visit our https://ito.lacoe.edu/workshops page for upcoming training sessions.

• How to schedule a meeting with these best security practices. 
• How to open the meeting from the HOST’s perspective and review each of the items in the security menu. 
• Best practices using different scenarios while also discussing other menu locations that pertain to security settings.
  • These include disabling participant video, disabling screen sharing, annotations, muting individuals, and mute all.
• At the end of the meeting, differentiate between “end meeting for all” and “leave meeting.” 

Zoom Video Tutorials for additional help