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Zoom Best Practices

Due to the heavy use of the Zoom video conferencing tool and feedback from faculty and professional staff, the following options will be enabled as default settings to maximize the user experience. In addition, some highly recommended best practices are included to allow for a safe and secure meeting for both faculty and students. This will help prevent Zoom Bombing. Zoom Bombing is the practice of a non-authorized person accessing your Zoom Meeting and sharing offensive content.

Drexel IT made changes to our Zoom account on Wednesday, April 1st to make our Zoom Meetings more productive.

  • Enabled "Mute participants upon Entry"
    • When a meeting attendee enters a meeting, their microphone/telephone will be muted by default. This is intended to prevent disruptive sounds as a large meeting, such as a class, gets started. (It is up to the host to allow users to unmute themselves or not in their in-meeting controls)
  •  Enabled "Identify guest participants in the meeting/webinar"
    • Shows which meeting participants are not signed in with a Drexel account. This helps to identify people outside of Drexel listening to or participating in a Drexel meeting,
  • Enabled "Show a "Join from your browser" link"
    • Makes it easier to join a meeting directly in a web browser. This is a convenience for people who do not yet have the Zoom desktop app installed.

Best Practices

Zoom users can customize settings to better meet their meeting needs. Drexel IT recommends the following features to enhance your control over meetings and participant actions: Selecting these features will affect the settings in your meeting. You do have the option of toggling them off.

  • Turn off Join Before Host
    • When enabled, participants are placed in isolation, waiting for you to start the meeting. Once the meeting is started, everyone is admitted, and late attendees become part of the conversation as soon as they join. Note that if someone organizes your meetings for you, make sure that you designate you as an alternate organizer or you will not be able to start your own meeting.
  • Turn on Enable Waiting Room
    • When enabled, participants are placed in isolation, waiting for you to start the meeting. Additionally. Even after the meeting starts, late attendees wait in the waiting room for you to allow them entry to the meeting. 
  • Leave off Automatically Record to the Cloud

    • Once anyone joins a meeting with automatic recording enabled, that recording begins whether or not the Host has joined and does not stop until the meeting has ended. Manually starting the recording ensures the proper amount of meeting is captured. 

Screen Sharing

  • Restrict Screen Sharing to Host Only unless attendees need to share. If an attendee share's their screen at the wrong time, the Host can stop that screen share.

Passwords – These three settings should be all on*

  • Turn on Require a password when scheduling new meetings
    • A password will be generated when scheduling a meeting and participants require the password to join the meeting. 
  • Turn on Require a password when scheduling new meetings
    • A random password will be generated when starting an instant meeting
  • Leave on Embed password in meeting link for one-click join
    • Meeting password will be encrypted and included in the join meeting link to allow participants to join with just one click without having to enter the password.

Remove a Participant

  • The Host can remove a participant permanently from a meeting by selecting that user in the manage participant's window.

Lock Your Meeting

  • After a meeting begins the host can lock it in their Manage Participants panel. This prevents other users from entering the meeting. The Host can unlock the meeting if needed.

* This will further protect meetings from external entry into those meetings. With the password embedded in the meeting link, only those given the link can enter the room without entering a password.

Note that the "one-tap" dialing option on Zoom meeting invitations cannot automatically enter the password. Participants joining your meeting by phone will need to tap the one-tap number than key in the meeting password.

Managing Zoom Cloud Recording Password Protection

Beginning Tuesday, April 14, password protection for Zoom cloud recordings is turned on by default. The complexity of passwords on Zoom cloud recordings has also been enhanced. Existing shared recordings are not affected by this change.

Removing Passwords from Individual Recordings

  1. Browse to https://drexel.zoom.us.
  2. Select Sign In Standard and sign in using your Drexel credentials.
  3. Select Recordings from the menu on the left.
  4. Select Share next to the appropriate recording.
  5. Set the Password protect toggle to disabled (gray).
  6. Select Close.

Changing Passwords for Individual Recordings

  1. Browse to https://drexel.zoom.us.
  2. Select Sign In Standard and sign in using your Drexel credentials.
  3. Select Recordings from the menu on the left.
  4. Select Share next to the appropriate recording.
  5. Use the textbox under Password protect to set the password as desired.
  6. Select Save.
  7. Select Close.

Disabling Password Protection for Future Recordings

  1. Browse to https://drexel.zoom.us.
  2. Select Sign In Standard and sign in using your Drexel credentials.
  3. Select Settings from the menu on the left.
  4. Select the Recording tab from the top menu.
  5. Scroll down to Require password to access shared cloud recordings and set the toggle to disabled (gray).

drexel.edu/it/services/workshops/

Training information can be found here. 

 drexel.edu/it/help/a-z/web-conferencing/

Please visit our Webconferencing page for more information!