Creating and Running a Secure Meeting in Zoom
This article covers how CSUF faculty, staff, and students can create and run secure meetings in Zoom.
Overview
There are several settings that are recommended when scheduling your Zoom meeting, but there are additional security settings that are only available once you have started your meeting.
In addition to the below recommendations, it's also recommended that you have one or more cohosts for your meeting, depending on how many attendees you anticipate. Cohosts can help you manage the Zoom meeting so you can focus on the information you are presenting.
Scheduling a Secure Meeting
1. Log in to Zoom (either on the web or the desktop client).
2. Select Meetings and then click Schedule a Meeting under Upcoming.
In the desktop client, simply click Schedule on the Home tab.
- Select Meetings in the left menu.
- Then click Schedule a Meeting under Upcoming.
3. To require registration for the meeting, place a checkmark next to Required in the Registration field.
Requiring registration is highly recommended when you do not have a defined list of attendees, such as a webinar that will be open to the public to attend. Any time you will be sharing a meeting link/URL publicly (e.g., listing it on a website or campus calendar), it's highly recommended that you enable required registration.
4. Choose Generate Automatically for the Meeting ID.
5. Enable a Passcode and the Waiting Room for the meeting. Then choose how you want users to authenticate to join the meeting.
- Check Passcode to generate a password for your meeting.
- Check Enable waiting room to place attendees in a waiting room when they join. This allows you to prevent unknown users from entering your meeting.
- Always check Require authentication to join. This means that users must have a Zoom account in order to join the meeting.
- Choose the type of authentication that you want:
- Sign in to Zoom requires that users sign in with any Zoom account
- CSUF Users Only (Faculty/Staff/Students) requires users to sign in with their CSUF Zoom account
6. Place a checkmark next to Off for Participant in the Video field.
Disabling participant video by default allows you to select which user(s) can show their video during your meeting.
7. Click Show next to Options to view additional security options.
In the desktop client, you will need to click Advanced Options to view and modify these settings.
8. Decide if you want to allow participants to join the meeting early, mute all participants on entry, and decide if you want to approve or block entry to users from a specific region/country.
- If you do NOT enable the waiting room for your meeting, it's recommended that you un-check Allow participants to join as this will potentially allow unknown users to join your meeting early. If you do enable the waiting room, checking this option will send users to the waiting room before the meeting starts.
- Always check Mute participants upon entry. Participants will still be able to use their audio to speak if needed, but they will be muted when they join the meeting.
- For additional security, you can check Approve or block entry to users from specific regions/countries and then approve only users from selected locations (e.g., only users in the United States) or block users from selected locations.
In-Meeting Security
It's recommended that you start your meeting a few minutes early so you have time to set up all of your in-meeting security settings. You'll want to leave any attendees in the waiting room while you're setting up your meeting.
1. After starting your meeting, click Host tools in the toolbar.
2. Select an option enable (check) or disable (no check) the option. It's recommended that you restrict most of the participant activities by default.
Don't enable Lock meeting until all of your attendees have joined the meeting!
You may want to allow attendees to rename themselves to allow them to set their preferred name. And allow them to chat so they can communicate with you or co-hosts, especially if you don't allow them to unmute themselves.
It's recommended that you un-check most of the items under Allow all participants to. This will allow you to selectively choose which participant(s) can do things like unmute themselves or share their screen.
3. To further restrict chat options, click Chat in the toolbar.
3.1. Click the three dots next to your meeting name. Then choose what restrictions to apply to chat.
- Click the three dots next to your meeting name.
- Then choose what restrictions to apply for participant chat. These will not apply to hosts and cohosts.
4. To disable annotation for participants, click Share.
4.1. Click Share to start sharing your screen.
You don't need to worry about what you're sharing; you're just getting to the screen share toolbar.
4.2. Click More in the screen sharing toolbar.
4.3. Select Disable annotation for others.
Disabling annotation for others allows you to choose which users can add annotations to your screen share or whiteboard.
Need More Help?
Faculty/Staff - contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.
Students - contact the Student IT Help Desk at StudentITHelpDesk@fullerton.edu or 657-278-8888.