Categories
Setup

Zoom Setup for the National Conference

Contents

  1. Security Recommendations
  2. Profile Settings
  3. App Settings

Due to a new trend known as “Zoom bombing” (Zoom raiding / Zoom trolling), the Zoom team has shifted resources to combating harassment and improving security features in the app.

So, following the recommendations of this New York Times article, here are some recommendations for better security during the conference. (Note: most of the following settings may be accessed from your profile on the Zoom website at https://zoom.us/profile/setting)


Security Recommendations

  1. * Make sure you’re running the Latest Version of Zoom. I’ve personally updated the app 2-3 times in the last week or two after Zoom meetings. These updates include multiple fixes and additional security features.
  2. * DO NOT share your Zoom link / code publicly. Instead, share it only with the Conference organizers who will make it public to registered Conference attendees on THIS site (and the Slack chat) 10 minutes before you go LIVE.
  3. (Optional): Set a Meeting password. Actually, this step is not necessary because your Zoom link will be hidden behind a login screen on the Conference website.
  4. (Optional): Create a Waiting Room to screen attendees before allowing them in. (This can be managed by your helper / session manager / co-presenter if necessary).
  5. Restrict Features as needed in Host controls:
    1. * Set Screen-sharing to “Host only”. If someone were trying to Zoom bomb you, they could try to share anything (including inappropriate or derogatory materials, images, or Desktop wallpapers). So it is recommended to enable this.
    2. * Turn OFF the Annotation feature. Again, if participants are allowed to make Annotations on your screen share, trolls may try to write or draw inappropriate things.
    3. (Optional): Block private chats. This option disallows participants from contacting you directly / privately in chat.
    4. Turn OFF File transfers. If File Transfers are enabled, participants may be able to share files with the whole group.
    5. Restrict custom backgrounds. Again, if there are trolls in the group, some may try to set their custom backgrounds to inappropriate pictures. Enabling this option will fix that, and although some people may complain about showing the background of their home, you can just ask them to turn off their video cameras.
  6. * Disable “Allow removed participants to rejoin” to prevent people (trolls) you remove from the Meeting to rejoin.

Profile Settings (Web)

Many of the above settings can be controlled from the Zoom website (NOT the app) after you sign in. Go to https://zoom.us/profile/setting to manage them.

You may want to check the following settings online:

1. Meeting

  • Schedule Meeting
    • Mute participants upon entry
  • In Meeting (Basic)
    • Chat (Allow meeting participants to send a message visible to all participants)
      • Prevent participants from saving chat
    • Private chat
    • File Transfer
    • Screen sharing
      • Who can share? (Host / All Participants)
      • Who can start sharing when someone else is sharing?
    • Disable desktop / screen share for users
    • Annotation
    • White board (similar to Annotation)
    • Allow removed participants to rejoin
  • In Meeting (Advanced)
    • Breakout Room (allow small groups)
    • Virtual background
    • Waiting Room

2. Recording

  • Local Recording (Allow hosts and participants to record the meeting to a local file)
    • Hosts can give participants the permission to record locally

If you want to record, you may check the following options.

Note: recording your Zoom talk is NOT recommended as it requires express permission from all participants. Additionally, you must give participants a chance to exit the room if they do not wish to be recorded or you may be in violation of various privacy laws.

  • Recording Disclaimer (Show a customizable disclaimer to participants before a recording starts)
  • Multiple audio notifications of recorded meeting

App Settings

Find your App Settings in the upper-right corner of the Zoom app (Gear wheel). The following list will go through most of the Setting screens and give recommendations to apply during the conference.

1. General Settings

One interesting setting here is “Dual Monitors.” If you have dual monitors:

  • Monitor 1 (main): Open your screen sharing, PPT, or main window
  • Monitor 2 (side): Open the list of meeting participants

2. Video Settings

  • Enable HD = higher quality image
  • Mirror my video = de-select to show text through your webcam
  • Touch up my appearance = uses filters to soften facial features and blemishes
  • Hide non-video participants = may be useful for large groups to give more space to people who are using their webcams

3. Audio Settings

Please setup, double-check, and TEST your Audio settings here before the Zoom meeting to be sure participants will be able to see and hear you.

4. Share Screen

Deselect the following if you don’t want to be forced into full screen mode when someone shares their screen.

  • Enter full screen when a participant share screen
  • Maximize Zoom window when a participant share screen

Select the following to avoid interruptions while screen sharing.

  • Silence system notifications when sharing desktop

5. Chat Settings

There are many options available here, but the defaults are probably fine. Still, you may wish to read through some of them yourself to see if there is anything you want to change.

6. Virtual Background Settings

Note: Only computers with a powerful enough processor will be able to use custom backgrounds anyway. But, it’s still recommended to disallow this feature for participants.

7. Recording Settings

Note: Recording your session is NOT recommended as you would need to get express permission from each of the participants to record them on video or risk violating various privacy laws.

That being said, the following options may be useful in other circumstances:

  • Record a separate audio file for each participant – this option would be useful if you were going to edit the recording later and wanted to control audio levels separately for each participant.
  • Place video next to the shared screen in the recording – this option would keep your webcam image beside the screen share in the video.

8. Profile Settings

This tab mostly has to do with your own profile. Feel free to take a look and edit it as you see fit.

9. Statistics Settings

This would be a good place to check on the stream statistics themselves as you are in the meeting. If your video or audio is lagging for some reason, you may be able to detect the cause or reason for the issue here.

10. Keyboard Shortcuts Settings

If you plan to do extensive Zoom meetings in the future, it might be worth your time to investigate the Keyboard shortcuts or set up some of your own to simplify repetitive tasks.

11. Accessibility Settings

These settings have to do more with accessibility features for users with disabilities. These settings would include things like High Contrast, helpers for blind or visually impaired users, and so on.

By Aaron

Aaron Snowberger is the Technical Chair for the KOTESOL 2020 National Conference. As such, he's building the conference website(s), as well as providing consultation and recommendations for all technical aspects of the online format. In 2019, he was the Conference Chair for the National Conference held in Jeonju, where he also created the conference website, app, posters, and book for the event.

Aaron is a 14-year Jeonju resident, a Google Certified Educator, Trainer, and GSuite Admin, and a professional programmer, graphic designer, and online educator. He has taught ESL for 14 years, and computer-related design and programming courses for 8 years. He is currently employed by Jeonju University.