Zoom meetings are becoming the new standard for how gatherings are conducted. However, reports of publicly hosted and large zoom meetings being disrupted by a participant displaying inappropriate and graphic content through the Zoom platform’s screen-sharing feature. Zoom meetings allow for additional controls to be configured when you schedule a meeting that will help prevent these kinds of issues from occurring.
When disseminating Zoom meeting details, we strongly recommend that you do no publicly post the meeting details. Rather email or text the Meeting ID only to those who should be participating the in meeting.
Avoid hosting large meetings or ‘public’ events using your Personal Meeting ID (PMI) for your meeting ID. Your PMI is basically one continuous meeting and you don't want trolls invading your personal virtual space. Instead, Information Technology Services suggests using random meeting IDs for your large meetings.
If you are scheduling a meeting where sensitive information will be discussed, we recommend leaving Enable Join Before Host turned OFF.
Participants can still connect before the host. They will just be in que and will automatially join when the host joins the meeting.
The join before host option can be convenient for allowing others to continue with a meeting if you are not available to start the meeting, but with this option enabled, the first person who joins the meeting will automatically be made the host and will have full control over the meeting.
Your CSUB Zoom administrator has set this option to off by default. If you have this feature set to on, please condisder turning it back off if your meeing does not need this feature enabled.
The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. You can send all participants to the waiting room when joining your meeting or only guests, participants who are not on your Zoom account or are not signed in.
Enable the waiting room when scheduling a meeting in the Meeting Options section.
Paricipants will be greeted with a waiting screen until the host or co-host admits them to the meeting
In larger and public meetings attendees can be distruptive with unwanted speach or sounds. Paricipants can be muted until the host gives them permission to speak.
When you sign into your meeting open the Participants pane by selecting Manage participants from the tool bar.
Select Mute All at the bottom of the Participants pane.
When prompted make sure to uncheck Allow Participants to Unmute Themselves before clicking Yes. Permission will be required every time a participant wishes to unmute their microphone.
To allow a particpant to unmute, click the Unmute button next to thier name in the Participants pane. The participant can now unmute thier microphone
To mute an unmuted participant, click the Mute button next to thier name in the Participants pane.
Once all the participates have joined the meeting the host can lock the meeting, thus blocking anyone else from joining the meeting.
Select Manage Participants at the bottom of the Zoom window
At the bottom of the Participants panel, select More
From the list that appears, select Lock Meeting
As of March 26 2020, All new scheduled Zoom meetings have this setting enabled by default. The default setting does not allow particpants to share content. For meetings that were scheduled prior to March 26 2020 a host that is not shareing any content and just haveing a conversation may be subject to interruption by participant sharing. In this instance participants can be prevented from sharing content durring your meeting at unwanted times. This setting may be changed each time the meeting occurs or have default settings for the meeting changed by editing the meeting properties by signing into this page.
Important: If your expecting participants to screen share (such as student presentations) you will need to undo these changes before participants can share content.
To Change settings once you are in your meeting:
Click on the up arrow next to the Share Screen
Select Advanced Sharing Options
Under Who Can Share click only Host if you do not expect participant sharing.
If you have already begun a session and find an unwanted attendee has joined
If the Participants panel is not visible, select Manage Participants at the bottom of the Zoom window
Next to the person you want to remove, select More
Web Browser: Select "Meetings" from the left naviagation bar and Click the "SCHEDULE A MEETING" button near the top of the page
Client: Select the blue "Schedule" button
Fill in the "TOPIC" box to give your meeting a custom name
The description is optional
Use the Calendar icon to pick your meeting day; the default is the current date
Select the time while being mindful of AM and PM
"Duration" is the length of the meeting in hours and minutes
If this is a recurring meeting, check the box for additional options. Be sure to set an "end date," which is the last date that the meeting will occur.
Choose Video "on" for host and "off" for participants if they do not wish to have video turned on
For Audio, allow for "VoIP (webcam microphone) and "Telephony" (allows the telephone to be the microphone). The best practice is to allow for "Both."
Password may be set and sent in a separate email to make certain that all participants were invited.
Enable participants to enter the meeting before the host joins meeting.
It is not recommended to enter the meeting before the host joins a meeting.
If you would like to record the meeting, select Record the meeting on the host's "Local Computer". You can also record the meeting to the cloud, which stores it on a Zoom server that can be accessed and shared with a simple link. The link can be copy and pasted into an email for sharing.
Invite People to a Scheduled Meeting
Zoom Supports 3 email services: Google, Outlook, and Yahoo. On the "My Meeting" page, click the desired calendar format to generate an email email that can be sent to participants
Using Outlook as an example, Add participants' select "Invite Atendees" from the ribbon. Add the email address to all guests in the "To:" field. Click Send to invite attendees.
Optionally, the invitation information can be copied to send via an alternative service or method. On the right side of the "Invite Attendees" area, click "Copy the Invitation." A box will appear with the meeting information. Click the blue "Copy Meeting Invitation" button to copy the text information to the computer memory. Then, paste the text into an email or IM.
Zoom allows for screen sharing on desktop, tablet and mobile devices running Zoom.
The host and attendee can screen share by clicking the Share Screen icon.
The host does not need to grant screen share access for another participant to share their screen.
Nonverbal Feedback has been enabled on all campus Zoom accounts. This feature allows everyone in the meeting to provide quick reactions to meeting items without verbal interruption.
The Participants List will now contain a row of icons to be used for nonverbal feedback.
Clicking an image will display the image next to your name in the Participants List. You can only have one icon active at a time.
Breakout Rooms are great for group work durring a lecture. Breakout Rooms allow you to split your Zoom meeting in up to 50 separate sessions. The host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time.
Up to 50 breakout rooms can be created
Breakout room participants have full audio, video and screen share capabilities
If the meeting is being cloud recorded, it will only record the main room, regardless of what room the meeting host is in. If local recording is being used, it will record the room the participant who is recording is in. Multiple participants can record locally.
For more self help information please see the Official Zoom Breakout Room Documentation on the Zoom Support Website .
Regular Zoom Meetings can host up to 300 participants. Webinars can be expanded to 3000 participants. Webinars are ideal for events and and are highly reccomended for events over standard meetings. To decide if Webinars are right for you, a detailed comparison between Zoom Meetings and Zoom Webinars can be found on the Zoom support web page. Note: CSUB Zoom accounts cannot host or schedule Zoom Webinars without authorization from the Service Center. To host a webinar please fill out the web form (Login Required) or contact the CSUB Service Center. Please allow two business days to process your request.
Webinars are granted on a first come first serve basis. Once your webinar date has passed the license will be returned to the campus pool for others to use. Please request your webinars early but no more than 60 days.
Here are some highlighted links from the Zoom Wbinar support page to help plan and conduct your webinar: