We strongly recommend that you take steps to protect your Zoom meetings. This will help prevent unwanted disruptions, commonly known as “Zoombombing.” 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.
If you need to host public meetings where most participants are outside the University of Illinois System, we strongly recommend you use a Zoom webinar for your event.
Please, do not post your Zoom meeting information (meeting ID, meeting link or passcode) to public forums or social media. Do not edit or disable the default meeting settings unless you are aware of, and accept the risk associated with doing so. Limit in-meeting participant features to only those participants require. If you must post information to a public forum or social media, and you require the interaction features of a Zoom meeting, require meeting registration and only publicly share registration links. If you require meeting registration, verify and manually approve each registrant. Utilize meeting authentication and the waiting room to block unwanted guests from joining. More information about protecting your Zoom session can be found below.
If you have any questions or require assistance with your event, please reach out to the Technology Services Help Desk by creating a ticket at help.uillinois.edu, or by calling 217-244-7000, or emailing email@example.com.
All Zoom disruptions should be promptly reported to the Technology Services Privacy and Security team at: firstname.lastname@example.org
Follow the instructions below to access Zoom settings. Note: Some of your Zoom settings are controlled only at illinois.zoom.us/profile/setting. Others can be set by default at illinois.zoom.us/profile/setting and reconfigured for each meeting instance. Application dependent settings are set within the Zoom mobile or desktop clients. To access your default Zoom settings, please navigate to illinois.zoom.us/profile/setting. Alternatively you can follow the steps below:
The Waiting Room feature in Zoom allows you to control when a participant joins the meeting. You can set up the Waiting Room so that only un-authenticated UIUC Zoom or participants outside of the UIUC Zoom account are placed there. Please read below on how to customize your waiting room profile. By default, the host or co-host must admit guests from the waiting room into the meeting.
Editing the Waiting Room Options
You can decide in advance who is placed in your meeting's waiting room using your illinois.zoom.us settings. We strongly recommend you consider your audience and the potential security risks when choosing the options below.
Applying the Waiting Room to your Meeting
If you follow the steps above to turn on the waiting room in your Zoom profile settings at: illinois.zoom.us/profile/setting the Waiting Roomwill be applied to all new meetings by default. Otherwise, you will need to apply the Waiting Room manually when scheduling new meetings.
Follow the steps below to apply the Waiting Room to your meeting
For additional protection, we strongly recommend you use authentication to limit access to a Zoom event. .
Please refer to: Zoom, Using authentication to limit access to your virtual event for more information.
There are six separate meeting passcode settings. These are enabled, and locked on by default. All UIUC Zoom sessions require a passcode. Please review these settings; be aware of their scope and how they work.
This setting can be used to get more information about a participant before they attempt to join the meeting. You can choose to automatically or manually admit registered participants. We strongly recommend manually approving registrants.
If someone who registers should not be there, you can deny their registration request. If meeting creators determine an approved registrant should no longer have access, they can revoke their registration
For more information about Zoom's registration tool, please visit Zoom Support:
Joining participants can be muted automatically to prevent unwanted noise or distractions.
We strongly recommend this setting is enabled for public events
The setting for mute all participants when they join a meeting can be found in the Schedule Meeting subsection at illinois.zoom.us/profile/setting
You can find and confirm this setting has been applied to your meeting when scheduling. Mute participants upon entry can be found in the Meeting Options
Meeting creators can set screen sharing to Host Only to prevent participants from taking over the screen during a meeting. During a meeting, Hosts can still allow users to Screen Share by either promoting them to co-host, checking Allow participants to: Share Screen in the in-meeting Security Tab or by using the Advanced Sharing Options during the meeting. Note: promoting individual users to co-host may give them more authority than you wish. Using the Security Tab or Advanced Sharing Options will allow all participants to share. Please weigh these options and choose what best protects your meeting
The host role is required to both promote a participant to co-host or alter the screen sharing options in-meeting.
By default, Screen Sharing is enabled and set to Host Only for UIUC Zoom accounts.Your default screen sharing setting can be in the In Meeting (Basic) section in your Zoom Profile Settings
Editing sharing options during a meeting:
Advanced Sharing Options
Meeting creators should disable Send files via chat unless required for collaboration purposes. Send files via chat can be found in the In Meeting (Basic) section at illinois.zoom.us/profile/setting
If you must send files in your meeting, we strongly recommend you restrict them by file type.
Alternatively, file sharing through Box or a Learning Management System (LMS), such as Illinois Compass 2g or Moodle.
Below is an example showing how to restrict file transfer to only allow PDFs (.pdf), Word documents (.docx), and text files (.txt).
Please disable Annotation unless you need it for collaboration purposes. If the presenter requires annotation during their lecture, please check the sub-setting: Only the user who is sharing can annotate.
By default, Annotation is enabled and set to Only the user who is sharing can annotate.
Annotation can be found in the In Meeting (Basic) section at illinois.zoom.us/profile/setting
Please disable this setting to keep removed participants from rejoining the meeting.
By default, Allow removed participants to rejoin is disabled
Allow removed participants to rejoin can be found in the In Meeting (Basic) section at illinois.zoom.us/profile/setting
IMPORTANT: Participants that are inadvertently dropped from the meeting because of poor internet or cellular connection will be allowed to rejoin.
Please disable this setting. This will prevent attendees from changing their name after they enter the meeting.
By default, Allow participants to rename themselves is disabled
Allow participants to rename themselves can be found in the In Meeting (Basic) section at illinois.zoom.us/profile/setting
This setting will label users not in the UIUC Zoom account as "Guests" in the participant listing. The guests themselves do not see that they are listed as "guests". This can help you identify potential users who may act disruptively.
By default, Identify guest participants in meeting/webinar is enabled
Identify guest participants in the meeting/webinar can be found in the In Meeting (Basic) section at illinois.zoom.us/profile/setting
Once a meeting has started, you can use the options below to prevent or manage disruption.
The In meeting Security tab has many Zoom meeting protection controls consolidated in one place. You can do the following:
Lock Meeting: this stops anyone else from joining your meeting
Enable Waiting Room: turn on or off the waiting room while the meeting is in session. This setting will utilize your waiting room configuration found at: illinois.zoom.us/profile/setting
Hide Profile Picture: for public meetings hide participant profile pictures.
Allow Participants to:
Share Screen: another place to control the share screen feature. This setting should be disabled (unchecked) for public meetings.
Chat: Turn off the chat completely. See below for more granular chat settings. This setting should be disabled (unchecked) for public meetings.
Rename Themselves: This setting will grant users the ability to rename themselves during the Zoom meeting. This setting should be disabled (unchecked) for public meetings.
Unmute Themselves: Uncheck this setting if you want your participants to remain silent
Start Video: Uncheck this setting if you don't want to allow your participants to show their video
Remove Participant: this allows the host or co-host the ability to remove disruptive participants from the meeting
Suspend Participant Activity: stop all interactive participants features if your meeting is being disrupted.
IMPORTANT: If you want to make your meeting "View Only" turn on (check) Hide Participant Profile Pictures and turn off (uncheck) Share Screen, Chat, Rename Themselves, Unmute Themselves, and Start Video.
Use the advanced sharing options to adjust who can share their screen or other device during a meeting.
In meeting Share Screen button
Advanced Sharing Options
During a meeting, you can choose who participants can chat with. If you can supervise chat, but only want to make it available for messaging between the host and the participants, change the setting to Host Only.
You can also restrict chat messages by default. The Chat setting can be found in the In Meeting (Basic) section at illinois.zoom.us/profile/setting
You can disable the chat for participants by default and prevent participants from saving the in meeting chat. You can also restrict private chat which would disable the ability for participants to send 1:1 chat messages to another participants. Finally, you can enable or disable auto-saving chats. Auto saving chats allow for hosts to automatically save the chat history at the end of the Zoom session. Note: a version of the chat history can be stored, when recording to the cloud. This setting can be found in your illinois.zoom.us settings under the "recording" tab.
Allow users to save chat sub setting
Private Chat setting
There are three muting options in meeting: Both settings can be configured during a meeting in progress. You should familiarize yourself with their location and functionality, because you may need to use them quickly.
Disable allow participants to unmute themselves in Security Tab
Disable allow participants to unmute themselves in Participants window
Mute all participants upon entry
Preventing participants from renaming themselves can be found in two locations when using the Zoom Desktop application. The setting is located within the Security Tab and
During a Zoom meeting hosts and co-hosts have two options to disable participant video. They can disable an individual participants video or all participants video.
Disable individual participant video
Disable all participant video
If a disruptive/unwanted participant has joined a meeting in progress, follow the steps below to suspend all participant activities.
When selected, this option will turn off all participant's video, audio, Zoom Apps, and ability to share their screen. Also lock the meeting to prevent participants from joining. This will apply to all participants, including those joined using a Zoom Room.
After the meeting has begun, you can lock the meeting, preventing anyone further from joining. Hosts and co-hosts can lock the meeting within the Security button or Participants window.
To lock the meeting, follow the steps below:
Locking the meeting using the Security Tab
Locking the meeting in the Participants window
If a disruptive/unwanted participant has joined a meeting in progress, follow these steps to remove them:
Removing a disruptive participant can be done in the Security button or within the Participants listing.
Removing attendee using the Security Tab
Removing attendee using the participants listing
If a disruptive/unwanted participant has joined a meeting in progress, follow the steps below steps to report them.
Important: reporting a user to Zoom requires that you work with Zoom support directly. They will reach out to you via email to confirm you report.
Using the Participants listing to report
Purchase and use a webinar license if possible. Webinar licenses will restrict participants to view only, and if properly managed, webinars can effectively prevent disruptions. If a webinar license is not feasible, please use the tips below to configure a publicly accessible Zoom meeting.