How to Secure Meetings and Webinars in Zoom

Overview

“Zoombombing” is a form of trolling that disrupts online meetings and classes with disturbing language or images through screen sharing. As reports of Zoombombing rise, U-M is taking proactive measures to ensure our meetings, classes, and community are protected.

We highly encourage our community to do everything possible to secure their meetings, participants, and data, and recommend the following methods of securing your Zoom meetings. See our Quick Start Guide: Securing Meetings in Zoom for more information.

Watch a recording of U-M ITS Zoom Settings and Security training to learn in detail how to secure your Zoom meetings and webinars.

Prevent Zoombombers from Joining your Meeting or Webinar

There are three different options you can use to prevent Zoombombers from joining your Zoom meeting or webinar. Use multiple options together for extra security.

  • Waiting Room (only available in Zoom Meetings; not available in Zoom Webinars)
  • Only authenticated users can join > University of Michigan Users (both Meetings and Webinars)
    • If your meeting or webinar should only includes participants who are members of the U-M community, restrict it to Only Authenticated users can join > University of Michigan Users. This setting will require all participants to sign in to Zoom with a U-M Zoom account in order to join.
    • Refer to our Quick Start Guide: Securing Meetings in Zoom for instructions.
  • Passcode (both Meetings and Webinars)

Additionally, it is important to take the following precautions:

  • Avoid publishing Zoom Meeting or Webinar URLs or IDs in public communication channels, such as on a website or social media, whenever possible
  • Remind participants to not share meeting details

Minimize Disruptions In Your Meeting or Webinar

Meeting Settings:

  • Disable Join before host to ensure participants are not able to join the meeting before the host arrives. See Scheduling meetings for more information.
    NOTE: If both Join before host AND Automatically record meeting are checked, a participant could join the meeting AND create a recording without your knowledge or permission. Make sure to only check ONE of these at a time, not both.
  • Disable In Meeting Chat through your Profile settings. Here you can toggle off allowing participants to chat. This is also where you can prevent users from saving chat. See Disabling In-Meeting Chat for more information.
  • Ensure only hosts can share their screen through Settings by un-checking Participants under Who can Share? See Managing participants in a meeting for more information. This is on by default.
  • Disable File Transfer in Settings, which will ensure participants are not allowed to share files in the in-meeting chat during the meeting. See In-Meeting File Transfer for more information.
  • Stop a participants video stream to ensure participants are not on video through Manage Participants. See Managing participants in a meeting for more information.
  • Click to Mask phone numbers in the participant list through the Telephone tab in Settings. This masks all telephone numbers called into the meeting.

During your Meeting or Webinar:

  • Mute all participants that are already in the meeting and new participants joining the meeting through Manage Participants. You will be asked to confirm if you’d like to allow participants to unmute themselves. You can choose to uncheck this option. See Mute All And Unmute All for more information.
  • Lock your meeting allows hosts to lock the meeting right at the start (or when enough attendees have joined). At the point a meeting is locked, no other participants are able to join the meeting. See Can I Restrict My Meeting Capacity for more information.
  • Put participants On Hold through Manage Participants while in a meeting. When a user is put on hold, they will be taken out of the meeting until the host clicks to take the user off hold. See Attendee On Hold for more information.
  • Disable private chat through Manage Participants. This prohibits participants from private chatting with other participants. See In-Meeting Chat for more information.

See Host and Co-Host Controls in a Meeting for more information on meeting controls.