Recommended Security Settings for Zoom

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UCSF requires Zoom meetings and webinars to be secured by either using the Waiting Room feature or a passcode. Although the following requirements have been implemented by default, this alone does not entirely prevent unwanted participants from joining a Zoom meeting/webinar. Follow the steps below to increase the privacy of your Zoom meetings and webinars. Be prepared to take action should an uninvited participant join.

Important: Never publish Zoom Meeting Links, Meeting ID’s or Passcodes to social media or public facing sites.

How to securely advertise Zoom meetings

Only post the meeting date/time
Specify a contact person to email the meeting link.
Use Zoom registration with manual approval.
- https://support.zoom.us/hc/en-us/articles/211579443-Setting-up-registration-for-a-meeting
For internal meetings: send email invites, advertise on internal UCSF sites that require MyAccess authentication or an approved file sharing site.

Assign an alternative host when scheduling a meeting.

Meeting Security Settings

The quickest way to secure your meeting after it has started it to use the Security icon at the bottom of your Zoom window and uncheck the options listed under, “Allow Participants To”

How To Mute Participants Upon Entry

At the bottom right hand corner, you will see 3 horizontal dots, select the three dots to view a dropdown menu Select Mute Participants upon Entry

Instructional Zoom image showing how to mute participants

Waiting Room

Consider using the Waiting Room to avoid unwanted participants. When enabled, the host of the meeting will be required to admit participants into the meeting as they join. Alternative hosts can be assigned to admit participants.

How to Remove Unwanted Participants

Option 1

Select the Security icon
Select Remove Participant
From the Remove Participant menu, select Remove for the participant you wish to remove from the meeting

Image showing how to remove participants from Zoom meetings

Option 2

Select the Participants icon from the Zoom Meeting Toolbar
Move your cursor to highlight the participant you wish to remove
Once highlighted, select, “More>” icon
From the drop-down menu, select Remove

How to Suspend Participant Activities

When selected, participants within the meeting will have their video and audio turn off, screen sharing will stop, and the meeting will be locked.

Select Security from the Zoom Meeting Toolbar
Select Suspend Participant Activities
- A dialog box will appear which says, “Suspend all participant activities?”
Select Suspend

Disabling a Participants Video Camera

Select Participants from the Zoom Meeting Toolbar
Highlight the participant name
Select More
From the drop-down menu, select Stop Video
- Select Stop Video

How to Mute a Participant

Select Participants Icon from the Zoom Meeting Toolbar
Highlight the participant
Select More
Select Mute

How to Mute All Participants

Select Participants from the Zoom Meeting Toolbar
At the bottom of the Participant window, select “Mute All” button

Disabling chat within a Zoom Meeting

Select the Participant icon from the Zoom Meeting Toolbar
Select the three dots to view additional options
Select ‘No one’

Image showing how to manage participant chat

Webinar Security Settings

Zoom Webinars are like a virtual lecture hall or auditorium. By design are more secure than meetings as attendees cannot be seen or heard unless allowed by the host/co-host. Webinars are ideal for large audiences or events that are open to the public.

UCSF IT has a pool of licenses for occasional use, or if you need Webinar capability often, purchase a webinar license here https://it.ucsf.edu/how-to/zoom-how-do-i-obtain-webinar-or-large-meeting-license (MyAccess Login Required) Webinars are by design more secure than meetings.