Using Zoom Securely

Zoom is a cloud-based video communications service that offers the ability to create high-quality online meetings, classes, and events that leverages instant messaging, video conferencing, breakout rooms, screen-sharing, and whiteboards within one unified platform. All DU faculty, staff, and students are licensed to use Zoom at https://udenver.zoom.us using your firstname.lastname@du.edu username and login.du.edu password.   

Zoom keeps privacy and security top of mind for all end users. See resources and features on how Zoom secures your data and protects your privacy.

A recently identified type of cyber-attack on Zoom meetings, called “Zoombombing”, occurs when an uninvited guest disrupts a Zoom teleconference. If you have had uninvited participants in your Zoom meeting, please report it to IT@DU. Below are several options that will help you maintain the security and integrity of your Zoom meeting.

• Make sure the Zoom Desktop Client on your computer is up-to-date
• Use Zoom inside of Canvas to schedule course-specific meetings

What can you do when scheduling your meeting?

When scheduling your meeting, IT@DU recommends using one or more of the features below to reduce the likelihood of uninvited participants joining your event. Avoid sharing your ZOOM meeting link on public websites or social media.

• Generate a unique meeting ID – Strongly Recommended
• Add a password
• Turn off participant video upon entry
• Mute participants on entry
• Enable the waiting room
• Ensure file transfers are disabled
• Ensure removed participants are unable to rejoin meetings

What can you do during a meeting?

If you are mid-meeting and need to handle a disruption (for example, a participant is interrupting the session), there are several ways you can resolve the issue.

• Designate a co-host
• Prevent participants from screen sharing
• Remove the participant
• Lock the meeting
• Mute the participant
• Stop the disruptive participant's video
• Prevent all participants from unmuting themselves
• Prevent participants from using the chat functionality
• Prevent participants from renaming themselves

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Click on your profile icon in the top right, then choose Check for Updates

If you have a Canvas course, scheduling ZOOM recurring meetings is the safest method to connect with your students. It’s recommended that students enter your ZOOM meeting via Canvas -> ZOOM because our Single-Sign-On (SSO) will bring in the student’s first and last name based on their DU account.

• When scheduling your recurring meetings, turn off participant video.
• Reserved screen sharing for only the host or co-host. If you want students to share their screens, during the meeting you can grant them permission using the Share Screen Advanced settings.
• Avoid sharing your ZOOM meeting link on public websites or social media.

Meetings scheduled via the Zoom tool in Canvas will show up automatically for students. Students will receive an email notification and a Canvas notification for meetings scheduled in a Canvas course they are enrolled in. Meetings scheduled via the Zoom tool in Canvas will show up automatically for students. This is more convenient for both teachers and students.

Meetings not intended for students should be scheduled using the Zoom desktop app. Meetings scheduled via the Zoom desktop app will not show up in Canvas courses for students. Students will not receive email or Canvas notifications for Zoom meetings scheduled via the Zoom desktop app.

The “All My Zoom Meetings/Recordings” link at the top of Zoom tool in Canvas will show all meetings, scheduled inside or outside of Canvas, for the scheduler of the meetings only.

 Click the “Schedule a New Meeting” button to schedule a meeting for Canvas course participants.

What can you do when scheduling your meeting?

A Unique meeting ID helps ensure intruders cannot reappear in meetings they have previously logged into.

If you are scheduling a meeting to start in the future:

1. From the Zoom App, Click Schedule
2. Under Meeting ID, select Generate Automatically.
   

To set the default so Instant meetings generate a unique id:

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Edit the Personal Meeting ID
3. Uncheck Use Personal Meeting ID for instant meetings
4. Click Save Changes
   

Meetings and Webinars can require passwords for an added layer of security. Read more from Zoom about enabling Passwords.

When you enable this feature in your Zoom account, it is enabled for all of your meetings.

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Click Settings.
3. Scroll down to find "Require a password when scheduling new meetings", and then click the corresponding toggle button to enable this feature.
   

Add password while scheduling a meeting:

1. From the Zoom App, Click Schedule
2. Check the Require Password box
3. Enter a password

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Click Settings
3. Toggle off Participants video
   

Enable Mute Participants on Entry Option while scheduling a meeting:

1. From the Zoom App, Click Schedule
2. Select Advanced Options
3. Check the Mute Participants on Entry box

Enable for all meetings you schedule:

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Click Settings
3. Toggle on Mute Participants upon entry
   

If you enable the waiting room, participants won't be able to join the meeting until you admit them individually.

Enable Waiting Room Option when scheduling a meeting:

1. From the Zoom App, Click Schedule
2. Select Advanced Options
3. Mark Enable Waiting Room

Enable for all meetings you schedule:

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Click Settings
3. Toggle On Waiting Rooms
   

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Click Settings
3. Toggle off File transfer
   

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Click Settings
3. Toggle off Allow removed participants to rejoin
   

What can you do during a meeting?

Designate a co-host to help moderate your participants.

1. In the Zoom meeting window, click Manage Participants to display the Participant right sidebar
2. Hover over the name of the desired co-host and select More.
3. Click Make Co-Host.

During a meeting:

1. In the Zoom meeting room window, click the arrow next to "Share Screen", and then select Advanced Sharing Options.
2. Under "Who can share?", select Only Host.

Enable for all meetings you schedule:

1. Log in to the DU Zoom Web Portal at https://udenver.zoom.com
2. Click Settings
3. Toggle off Screen sharing OR allow only Host screen sharing
   

To remove a participant:

1. In the Zoom meeting window, click Manage Participants to display the Participant right sidebar
2. Hover over the name of the participant and select More
3. Click Remove

Once all participants have joined your meeting, you can lock the meeting to disallow any new participants.

1. In the Zoom meeting window, click Security | Don't have a Security button?  Make sure your Zoom Desktop Client is up-to-date
2. Click Lock Meeting

To mute a participant during a meeting:

1. In the Zoom meeting window, click Manage Participants to display the Participant right sidebar
2. Hover over the name of the participant and select More
3. Click Mute

To stop a participant video:

1. In the Zoom meeting window, click Manage Participants to display the Participant right sidebar
2. Hover over the name of the participant and select More
3. Click Stop Video

1. In the Zoom meeting window, click Manage Participants to display the Participant right sidebar
2. Click the Ellipses button (…) in the bottom right
3. Uncheck Allow Participants to Unmute Themselves

During a meeting:

1. In the Zoom meeting window, click Security | Don't have a Security button?  Make sure your Zoom Desktop Client is up-to-date
2. Uncheck Allow participants to Chat

During a meeting:

1. In the Zoom meeting window, click Security  | Don't have a Security button?  Make sure your Zoom Desktop Client is up-to-date
2. Uncheck Allow participants to Rename Themselves