Table of Contents
Protective and Useful Settings
Settings that are made in your zoom account that will protect your meeting(s) and make them more useful.
To get there:
Go to zoom.us and log into your account.
Profile > Settings
|Meeting tab settings|
|Waiting Room||OFF||Used to screen participants before letting them into the meeting.
My preference is OFF, so participants can join without screening.
When ON, then those joining meeting are placed in a waiting room, and host has to admit attendees individually.
Hosts/co-hosts can turn Waiting Room ON after the meeting has started.
|Join before host||ON||This ON means participants can join and chat before you the host get to the meeting
You will be notified when a participant joins the meeting if you're not in it yet
|Mute participants upon entry||ON||So those joining won't disturb the presentation in progress|
|Private chat||ON||Participants can send messages privately to each other
Useful for hosts/co-hosts to privately communicate.
|Co-Host||ON||Lets the host add co-hosts, who can help run/monitor the meeting just like the host can|
|Screen sharing||ON||So host or participants can share their screen or content during meeting|
|Who can share?||All Participants||Set to All as often more than one person is sharing screen or content
The next setting can prevent screen hijacking
|Who can start sharing|
when someone else is sharing?
|Host Only||Prevents an attendee from grabbing the share from the presenter.
Host/co-host can stop someone's share at any time. Prevents hijacking.
|Allow removed participants to rejoin||OFF||If host/co-host kicks someone out of meeting, they can't rejoin to continue bad behavior|
|Recording tab settings|
|Display participants' names in the recording||ON/OFF||when participant video shows you see their name|
|Record thumbnails when sharing||ON||You see the speaker along with what they are sharing|
|Recording Disclaimer||ON||Shows disclaimer to participants before starting recording|
|Ask participants for consent…||ON|
|Multiple audio notifications||ON||Tells participants that the meeting is being recorded (when recording starts or stops or when participants join a meeting being recorded)|
During Meeting Hints
When sharing a video, look on lower left of the share-screen where you find the video to share, and select “Share Computer Sound”.
Originally to provide security for High Holidays 2020. From Joshaua Heller via Rabbi Sparr, received 9/18/2020 at 10am and copied here with only appearance edits.
One last bit of advice- the zoom bombers will be out in force this weekend. There are lots of documents with great advice, this is a supplement gives specific steps for during and after an incident. You may want to run a practice drill Zoom Security/Zoom Bombing Response * Waiting room should be enabled, and password if possible. * Before meeting starts, host should go to security shield and make sure that screen share and annotate are disabled before the start of the meeting. * For large meetings, have someone designated to watch for security- watch the top of the participant list- whoever’s microphone is moving is who is talking. * Tactics to be aware of- someone may “clone” the name of a user already in the meeting. * Have a copy of membership list and HHD registration list handy. * If you have just one disruptor, you can start with B and then go to A. If you are not sure, start with A and then go to B. A. Removing ability of users to disrupt from within the meeting. 1.Click on picture of the rabbi or leader, select the three dots, and select “spotlight”- the other user will not be able to show any images on the screen. 2. Click on “Manage Participants” and mute all (when you get the option, make sure you unclick “allow participants to unmute themselves) 3. From shield, remove ability of participants to chat , rename themselves. B. Removing users from the meeting: Once you have identified the confirmed or potential disruptors. 1. Click on their picture, go to the three dots, and click “report” and/or “remove” (or, if you are not sure) put in waiting room. You can also do this from “Manage participants”- click on them and select “More” 2. If you are not sure, you can message people in the waiting room. They cannot message you back, but you can ask them to call a number to confirm who they are etc. C. Return to normal 1. Let people know that there was a disruption and it has been handled (some people may not even notice. 2. Review participant list (all should be either members or people who are on our prospective list) 3. Go to security shield and allow people to unmute. D. After the fact- watch the waiting room and decide whether to let others in. It is possible to go into the zoom portal to get a location and IP address of disruptors to follow up with law enforcement
Additional thoughts about security
- If you have 2 co-hosts, they could have a private chat window between them and use that to coordinate handling of issues. This could be useful if there are multiple attacks.
Zoom best practices
Based on information from BOLLI and Brandeis. Used with thanks but without permission.
Participating in the meeting
- Please mute your microphone until you speak.
- Please make sure that your face is lit (as described below) so that people can see your expressions and your moving lips when you speak.
- If you want to speak, physically raise your hand and wave; or if your meeting leader has suggested it, consider using the “raise hand” feature that is available at the bottom center of your screen.
- To ask questions silently, consider the “Chat” feature on the bottom and center of your screen. Zoom has instructions on using chat in a Zoom session
Beforehand: Setting up your computer and camera
- Try not to sit with a window behind you, or your face will be in darkness. Lighting should come from in front of you or from the side, in order to best light your face. The intent is to set up your image so that your face and your reactions can be seen and make the meeting more personal.
- Set up your computer on a stable surface, like a table, counter, or desk. If placed on an unstable surface, such as your legs or a pillow, your image on the screen will keep jiggling, which is distracting to others.
- Place your computer roughly an arm’s length away from you, so that your face and part of your upper body will be visible.
- When you start ZOOM, you will be asked if you want to “Join with video”. This is a good time to check your image and make adjustments before you click the button.
- If you are using an iPad, prop it up so your face is in the frame. Set the iPad horizontally in front of you for a full image. Click here for more information on using Zoom on an iPad.
Running into problems?
- Close applications on your computer. This should provide more power to your video functioning. You may want to restart your computer before joining the meeting.
- If you run into problems that you cannot easily solve, try restarting ZOOM. If that doesn’t work try restarting your computer.
Muting your microphone and stopping your video
- Be sure to mute your microphone as soon as you sign on and whenever you are not speaking. You can mute the microphone by clicking on the microphone icon on the bottom left of your screen or by clicking “Mute” on your small video image.
- If you are using two devices in the same meeting, you MUST mute one of them or your two devices will cause an echo.
- It is very important to avoid background noise. It is very distracting to others if you don’t mute your microphone. Common oversights include audible eating, side conversation, anything phone-related, and pet-related noise.
- Zoom has a video that can help configuring your computer audio and camera. click here
Being a Good Citizen
- Pay attention to the meeting speakers
- Remain quiet except when you are speaking or asking a question
- Be courteous when asking a question (raise hand and wait to be acknowledged before speaking, for example)
- If you can, don't hide yourself or post a photo
- If you need to leave a meeting, please don't disturb others who are still in the meeting
Using Bigger Monitor
(From Peter A. 9/20/2020)
Most of us use Zoom for social occasions as well as some of us use it for business as well. I recently found that displaying the images from Zoom on a larger display can make the interactions seem a little more personal as well as more enjoyable.
- If you have Apple products, you can use Airplay to broadcast the session to a compatible display. Here are the instructions:
Screen Share Using Airplay Mirroring
- If you have a Roku device you can also mirror: How do I use screen mirroring with my Android™ or Windows® device?
(It seems that Roku does not support screen mirroring from Apple devices.)
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