- If you use Zoom Client on your computer, remember to update to the latest version.
- This will make Zoom secure in use. Data are handled securely through a special agreement (link to external page) between USN and Uninett, drawn up on the basis of Norwegian data security legislation. The agreement must not be mistaken for what is provided for the open Zoom service.
When planning a meeting:
You may select Zoom settings for all your meetings or for a specific meeting:
- Enable only authenticated users to join*: This option ensures that only users with USN accounts can participate in your classes. Students who have not activated a USN Zoom account must log in once to activate it.NB: Do not use this option if you are to have a guest lecturer or other external participants in a meeting.
- Disable “Join before host”*: Participants may not enter a meeting until the Host has arrived and will see a message stating: "The meeting is waiting for the Host to join."
- Automatically generated meeting ID: Selecting "Generate Automatically" for "Meeting ID" will generate a random meeting ID instead of using your static Personal Meeting ID (PMI). This reduces the likelihood of misuse of meeting rooms by limiting the lifetime of a given meeting ID.
- Enable waiting room*: A waiting room lets a Host or Co-host assess those persons trying to join a meeting before it starts.
- Require a meeting password*: There is an option to create a password in the meeting link, which outsiders will be unable to guess. Confidential information shall NOT be used in meetings that are open to all, without a password.
- Assign one or more co-hosts*: host may wish to have one or more Co-hosts. A Co-host can help with muting/unmuting students, monitoring chats for questions and problems and removing any disruptive participants. If one selects "Alternative Host" while planning a meeting the first to enter the meeting will become Host and the second Co-host.
- These settings may be configured for individual meetings or modified to become standard values for all future meetings that you plan.
During the Zoom meeting itself:
You can access most controls during a meeting by clicking on "Manage Participants" at the bottom of the main window. From the "Manage Participants" window the Host may lock a meeting, mute all participants, appoint somebody as Co-host and remove unwanted or disruptive participants.
- Lock Meeting: When all participants have arrived, the Host may lock the meeting by clicking on "More" at the bottom of the "Manage Participants" window and selecting "Lock Meeting". This will prevent new participants from joining.
- Mute all: The Host may mute all participants via the "Manage Participants" window. The Host may also prevent participants from unmuting themselves and ask them to use chat to ask questions
- Mute a participant: Many people leave their microphones unmuted, so that background noise is heard by all participants. The Host may mute individual participants by clicking on "More" beside their names in the "Manage Participants" window
- Stop a participant’s video: If one participant's video disturbs the others or contains an undesirable image the Host or Co-host may switch it off by clicking on "More" beside the participant's name in the "Manage Participants" window
- Assign one or more co-hosts: The Host may wish to have one or more Co-hosts. A Co-host can help with muting/unmuting students, monitoring chats for questions and problems and removing any interfering participants. The Host may click on "More" beside a name in the list of participants and select "Make Co-host"
- Fjerne deltakere: In the unlikely event that somebody joins a meeting who should not be present, or if somebody must be removed for some other reason, the Host or Co-host may quickly remove a participant and prevent that person rejoining by clicking on "More" beside the name in the "Manage Participants" window and selecting "Remove".
Additional advice for secure Zoom meetings:
- Avoid sharing the meeting link openly. If you share meeting information in open social media, unwanted participants may also find it, so the invitation should be restricted to as few people as possible.
- Consider using a new meeting ID for each meeting, including your personal meetings. Reusing a meeting ID increases the likelihood of outsiders entering.
- Keep screen sharing under control in a meeting and allow others to share their screens only when necessary. Such permission can easily be provided during a meeting.
- As Host you can control chat during a meeting, for example by not allowing open chat.
- Consider limiting possible participation by specifying approved participant domains and requiring login.
- Consider using the registration function if you need to share the meeting invitation in the social media.
- Consider using a virtual background, to hide private surroundings that you may not want to display to other participants
A security icon will now be displayed in the Host's meeting controls, combining all of Zoom's existing security controls for the meeting in one place. This includes locking the meeting, activating waiting rooms, etc.
Users can now also activate a waiting room in a meeting, even though the function was switched off before the meeting commenced.
- Open the list of participants
- Hold the cursor over the name of the unwanted participant and click on "More"
- Select "Remove"