Zoom, Meetings, Protecting your session
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 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.
If you have any questions or require assistance with your event, please reach out to the Technology Services IT Service Desk by submitting a ticket, emailing consult@illinois.edu, or calling 217-244-7000.
Meeting Setup Options
The following options are available and recommended to protect your meetings.
Additional Recommendations
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 adjusting these settings. For example, disabling screen sharing will make it harder for participants to share content in an interactive class or meeting. You can edit these settings by going to https://illinois.zoom.us/profile/setting#tab-meeting. You can search for each setting using the search box at the top, or scrolling down through the different sections.
- Mute all participants when they join the meeting
- Disable Screen sharing
- Disable Send files via chat
- Disable Annotation
- Disable Allow removed participants to rejoin
- Disable Allow participants to rename themselves
- Enable Identify guest participants in the meeting/webinar
Options for In-Progress Meetings
The host of the meeting has access to Host tools, usually found under the More (...) option in the meeting dock. This provides a variety of controls for settings, as well as quick access to turn them all off if a disruption occurs.
Host tools include the ability to control participants in the following ways:
- Enabling Waiting room
- Lock meeting
- Hide profile pictures
- Restrict Unmute self
- Restrict Start video
- Restrict chat
- Disable rename self
As well as quick access to settings for:
- Screen sharing
- Recording
- My notes
- Captions
- Apps
Removing a Disruptive Meeting Attendee
Hosts can remove and report disruptive attendees several ways.
- Select Participants from the app dock, find the attendee in the participants list, then click the ellipses next to their name. Select Remove and confirm.
- Find the attendee's square on the meeting screen and click the ellipses in the upper right corner of the box. Select Remove and confirm.
Tips for Publicly Accessible Meetings
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:
- Disable the Join Before Host setting when scheduling the meeting.
- Disable Annotation and File Sharing
- Join the meeting early and adjust the Host tools in advance