Zoom - Security Tips

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Due to several recent security concerns with Zoom meetings, we want to present some options to secure your meeting and mitigate these problems.  One concern is “Zoombombing”.  Zoombombing is when an uninvited attendee breaks into and disrupts your meeting, often sharing inappropriate content.  This is a new trend that is becoming more prevalent with the increased use of Zoom and we want to provide some tips on how you can make your meeting more secure. 

By default, we have screen sharing for all participants turned on.  You can adjust your account so that all meetings default to Host Only sharing or you can do this on a per meeting basis.  

Note: If you are scheduling public meetings, where the link will be advertised, it is highly recommended you change this setting to Host Only sharing.

Change Screen Sharing to Host Only

1. Sign into https://nic.zoom.us/
2. After you are signed in, click Settings on the left-hand side of the screen
   • Note: Settings changed here are for your Zoom profile and will automatically apply to all meetings you schedule.
3. Click In Meeting (Basic)
4. Scroll down to Screen Sharing.  Under “Who can share?” select Host Only 

Change Screen Sharing to Host Only in Meeting

If you want to disable screen sharing for all participants on a per meeting basis, you can do this while in your meeting and the setting will apply only to that meeting.  To do this in your meeting:

1. Click the up arrow next to Share Screen
2. Click Advanced Sharing Options...
3. In the Advanced Sharing Options menu, select Only Host
   • Note: If you changed your profile settings to Host Only screen sharing, you can change it to All Participants on a per meeting basis with this same process.  You would then select All Participants. 
4. Click the X icon, once you have changed your settings

By default, annotation is currently on.  Annotation allows participants to annotate on a shared screen.  You can disable this for your account for on a per meeting basis.

Change Default Annotation Settings

1. Sign into https://nic.zoom.us/
2. After you are signed in, click Settings on the left-hand side of the screen
3. Click In Meeting (Basic)
4. Scroll down to Annotation and click the toggle to off

Disable Annotation During Meeting

Since annotation can only be used while you are screen sharing or using the whiteboard, to disable it you must be screen sharing or using the whiteboard to access those settings.

1. During your screen share, there will be a bar at the top of your screen, you may need to hover your mouse there to see.  Below it, you will see an option to stop share.  Once you see the menu, click More…
2. Click Disable Participants Annotation

Join before host is on by default for your account.  You can disable join before host on a per meeting basis when scheduling, or on your profile so that the setting is changed for all meetings.

Change Default Setting

1. Sign into https://nic.zoom.us/
2. After you are signed in, click Settings on the left-hand side of the screen
3. Under Schedule Meeting, click the toggle to disable Join before host

Disable Join Before Host When Scheduling Meeting

When scheduling a Zoom meeting, you will see a Schedule Meeting settings box and you can adjust settings.  See the steps below to disable join before host for your scheduled meeting.

1. Click Advanced Options
2. Un-check the box for Enable join before host

By default, waiting rooms are disabled.  You can change this in your profile settings or on a per meeting basis.

Change Default Setting
1.    Sign into https://nic.zoom.us/
2.    After you are signed in, click Settings on the left-hand side of the screen
3.    Under Security, click the toggle to enable Waiting room
 
Enable Waiting Room When Scheduling Meeting

When scheduling a Zoom meeting, you will see a Schedule Meeting settings box that enables you to adjust settings.  See the steps below to enable a waiting room for your scheduled meeting.
1.    Click Advanced Options
2.    Check the box for Enable Waiting Room

How to Admit Participants in a Waiting Room

If you enable waiting room, you will need to admit your participants to allow them to join the meeting.  
1.    From your meeting, click Manage Participants
2.    A menu will open showing participants and next to their name, click Admit

By default, meetings do not require a passcode to join.  You can change your default settings to require a passcode for all meetings or change this on a per meeting basis.

Change Default Setting

1. Sign into https://nic.zoom.us/
2. After you are signed in, click Settings on the left-hand side of the screen
3. Under Security, click the toggle to Require a passcode when scheduling new meetings

 
Require Meeting Password When Scheduling Meeting

When scheduling a Zoom meeting, you will see a Schedule Meeting settings box and you can adjust settings.  See the steps below to require a meeting passcode.

1. Check the box next to Require a meeting passcode and a passcode will be generated for you.  The password will automatically be added to the meeting invite details.

Once everyone has joined the meeting, you can lock your meeting so that no new participants may join.

1. Click Security
2. Select Lock Meeting

Note: This is another way you can Enable waiting room if you forgot to do this during scheduling.

If someone joins your meeting that was not invited or should not be joined, you can remove them from the meeting.  

1. Click Manage Participants
2. A menu will open showing participants connected to your meeting.  Hover over that person and click More.
3. Click Remove

Zoom Knowledge Base with articles and videos: https://support.zoom.us/hc/en-us
Article: Prevent Zoombombing: Change these 4 Zoom settings now for secure video chat
Article From Zoom: Secure Your Meetings with Zoom Waiting Rooms

NIC IT Knowledge Base articles for Zoom:

Zoom - Best Practice Guide for Meetings

Zoom - Testing your Audio and Video before your Zoom Meeting

Zoom Manual

Join a Zoom Meeting

Zoom Mobile