Zoom, How to protect your sessions

This article provides direction on how to protect your Zoom lecture or meeting. Please weigh these options carefully to find the right balance between providing access and protection.

With increased Zoom usage, new risks have emerged. Institutions have experienced situations where unknown persons are joining unsecured Zoom meetings and causing disruptions.

Manually Activate Password Protection
Follow the instructions below to access Zoom settings and manually activate password protection on your meetings.

  1. Go to https://illinois.zoom.us and click the "Sign in" button.
  2. Click the "Settings" button on the left-hand side of the screen. This will take you to the "Settings" page which has three text buttons across the top: "Meeting," "Recording," and "Telephone."
  3. Select "Meeting."
  4. Activate password protection on your meetings

There are five separate settings to password protect your meetings. We recommend enabling all of these.

 Enabling the Authentication Profile

If you want to add another layer of protection to your meeting, authenticated users will allow you to restrict access in one of two different ways:
  1. Users logged into Zoom.us
  2. Restrict to zoom users who are logged in with specific email accounts (by domain)
IMPORTANT: If you're using Zoom in a Learning Management System, please schedule the meeting using one of the techniques above then import the meeting into your Zoom module (Zoom, Import Meeting into Compass or Moodle (LTI) ).

  1. From the "Settings" page, enable "Only authenticated users can join meetings."Only authenticated users setting with "Sign in to Zoom.us (Default)" highlighted.  The edit button is located to the left of "Sign in to Zoom.us (Default)"

 Editing the Authentication Profile

  1. Notice that "Illinois email accounts" is NOT the default authentication profile.
  2. Click "Illinois email accounts."
  3. Edit this authentication profile's name by clicking the "Edit" button to the right.
  4. Add or remove email address domains to allow for different users to join your meetings:

 Scheduling a Meeting with an Authentication Profile

IMPORTANT: If you're using Zoom in a Learning management system, please schedule the meeting using one of the techniques above then import the meeting into your Zoom module. Information about how to import your meeting can be found here:

  1. Schedule the meeting as you normally would.  For more information about how to schedule a meeting, see How do I start or schedule a Zoom meeting?
  2. Open the Advanced Options at the bottom of the meeting list
  3. Select the correct authentication option you wish to use to restrict access to your meeting. Here we will check the box next to "Only Authenticated Users Can Join" and select "Sign in to Zoom.us" from the drop down menu:
    "Only authenticated users" setting listed in Advanced meeting settings
IMPORTANT: When users attempt to join your meeting and are not signed into Zoom.us they will receive this message:
In meeting notice to log into Zoom.us

 Another Authentication Profile Option

  1. Select the correct authentication profile you wish to use to restrict access to your meeting. For this example, we have checked "Only Authenticated Users Can Join" and selected "Illinois email accounts" from the drop down menu:
    "Only authenticated users" setting listed in Advanced meeting settings
IMPORTANT: When users attempt to join your meeting and are logged in with an unapproved email address they will receive this message:
In meeting notice to log into account with correct email

 Adding an authentication profile to a previously scheduled meeting

  1. Locate the meeting at illinois.zoom.us or find the meeting in the Zoom module in your Moodle or Compass course.
  2. Scroll down to locate the "Edit this meeting" button
    Edit meeting via web portal.  Edit meeting button highlighted at the bottom of the edit meeting window to the left of "Start this meeting" button.
  3. If this is a recurring meeting, select "All" when prompted
    Recurring meeting edit pop out.  All button located at the bottom right corner of pop up window to the right of "only this meeting" and to the left of "cancel".
  4. Scroll down to the Advanced Meeting options and add the authentication option of your choosing.  More about the different authentication profiles can be found above. 
  5. Once you have selected the correct profile, click "Save."
    Confirmation save screen.  Save button at the bottom of the pop out window, to the left of the 'cancel' button.


 Additional Settings Options

The following settings can also be applied to prevent someone from taking over your lecture or meeting. These settings will apply to previously scheduled sessions. Please consider how you are using Zoom before toggling these settings. For example, disabling screen sharing will make it harder for participants to share content in an interactive class or meeting.

  1. Screen sharing:
    • You can set Sharing to Host Only
    • You can allow users to share within a meeting even if this setting is configured this way.
  2. File Transfer
    • Please disable this unless you absolutely need it for collaboration purposes. We recommend file sharing through Box or the Learning Management System (LMS) (such as Illinois Compass 2g or Moodle).
  3. Annotation:
    • Please disable this unless you absolutely need it for collaboration purposes.

  4. Allow host to put attendee on hold
    • Please enable this setting to allow the host to temporarily remove an attendee from the meeting:
  5. Allow removed participants to rejoin
    • Please enable this setting to disallow removed participants from rejoining the meeting:
    • IMPORTANT: Even if this setting is disabled, participants that are inadvertently dropped from the meeting because of poor internet or cellular connection will be allowed to rejoin.
  6. Allow participants to rename themselves
    • Please disable this setting.  This will stop attendees from changing their name after they enter the meeting.
    • Note: This setting requires you have upgraded to at least version 4.6.10 of the Zoom Desktop Client.  For more information on how to update your Zoom desktop client please visit: Zoom, Updating your Desktop Client.
      Allow participants to rename themselves setting turned off.  The button toggle is found to the right of the setting text.

Restrict Chat Messages

Within the meetings, hosts can choose who their users can chat with.   If you feel like you can manage chat, but only want to make it available for messaging between you, the host, and your participants, please change the setting to “Host Only” 

Host only chat option

Mute All Participants and Disable UNMUTE Microphone for All Participants

Both settings are configured during a meeting in progress. Please be comfortable with understanding their location and functionality as you may need to rely on them in a pinch.
  1. Once you've started your Zoom Meeting, select Manage Participants from the bottom screen toolbar 
  2. The Participants panel will appear, click Mute All at the bottom of the screen
  3. Then select More from the lower right corner and a drop down will appear.
  4. Un-check Allow Participants To Un-mute Themselves
  5. Select Continue

Disallow Participants to Rename themselves in meeting:

  • Once you've started your Zoom Meeting, select Manage Participants from the bottom screen toolbar 
  • The Participants panel will appear, click Mute All at the bottom of the screen
  • Then select More from the lower right corner and a drop down will appear.
  • Un-check Allow Participants To Rename Themselves
  • Select Continue

Disabling an individual participants video

If an attendee is abusing their webcam privileges, please hover over their name in the participant listing, and select stop video. They participant will no longer be able to turn their video on for the duration of the meeting, unless the host re-enables.

Locking the Meeting after it has started

Use this with caution:After the meeting has begun, you can lock the meeting, preventing anyone further from joining. Similar to the Allow Participants to Un-mute Themselves above this option is located in the in-meeting controls and must be activated after a meeting has begun. To find the lock meeting control please follow the steps below:
  1. Once you've started your Zoom Meeting, select Manage Participants from the bottom screen toolbar 
  2. The Participants panel will appear, 
  3. Then select More from the lower right corner and a drop down will appear.
  4. Check: "Lock Meeting"
  5. Select Continue

Require Registration

This setting can be used to get more information about a participant before they attempt to join the meeting. You can then automatically or manually admit registered participants. If someone registers who should not be there you can simply deny their admittance. This will require more coordination on your part.

How to Remove a Disruptive Participant from a Session

If you have already begun a session and find an unwanted attendee has joined:
  1. If the Participants panel is not visible, click Manage Participants at the bottom of the Zoom window.
  2. Next to the person you want to remove, click More.
  3. From the list that appears, select the person and  click Remove.

Tips for Starting a Publicly Accessible Meeting 

Purchase and use a webinar license if possible.  Webinar licenses will restrict participants to view only.  If a webinar license is not feasible, please follow the steps below to configure your Zoom meeting:
  1. Turn off Join Before Host when scheduling a meeting
  2. The host should join the meeting 5-10 min before the start and disallow participants to rename themselves and un-mute themselves
    • Open the Participants pane by clicking the "Manage Participants" button
      Manage Participants button, lower zoom toolbar to the right of the security button and to the left of the chat button.
    • Find and click the ellipsis in the lower right corner of the participants window:
    • Disallow participants the ability to un-mute themselves.
      The in-meeting Zoom participants setting drop down.  The ellipsis is located to the right of the Un-mute all button.
  3. If an attendee is  abusing their webcam privileges, please hover over their name in the participant listing, and select stop video.  They participant will no longer be able to turn their video on for the duration of the meeting, unless the host re-enables.
    The individual participant in-meeting zoom controls.  This is located within the manage participants pane, by hovering over the individual attendees name, and clicking more.  Stop video is second from the top.
  4. Restrict the in meeting chat if necessary.  You can Turn it off completely or restrict who can communicate during your meeting both publicly and privately.
    • If you would like to disable chat completely select "No-one".  Otherwise restrict chat usage as you see fit.



Questions and Assistance

Contact your local IT team for assistance or guidance, or contact the Technology Services Help Desk at: consult@illinois.edu





Keywords:Zoom, roulette, chat, block, remove, protecting, webinar, settings, privacy, Zoombombing, privacy   Doc ID:99469
Owner:Martin L.Group:University of Illinois Technology Services
Created:2020-03-25 13:16 CDTUpdated:2020-06-10 10:08 CDT
Sites:University of Illinois Technology Services
Feedback:  9   0