Zoom and Twitter: Meeting security refresher

Recently, IT administrators have been receiving notices about Zoom meetings that have been posted to Twitter. Social media is a great way to advertise your event! We do want to caution you, however, that if you are going to post the meeting link publicly, you make sure to take a second to take a look at the security settings.

You probably know why we make this caution: “Zoom Bombings” have become a problem both locally and nationally. Troublemakers have shown their stripes, and we need to be vigilant about keeping disruptions out.

It is strongly recommended that you enable the following settings to reduce the risk of a malicious meeting interruption:

  1. Meeting password/passcode
  2. Waiting room
  3. Meeting registration

Please also change meetings to requiring “authenticated users only.”

To enable this setting when creating a meeting:

  1. Sign in to the Zoom web portal.
  2. Schedule a meeting or webinar.
  3. Under Meeting Options or Webinar Options, click Only authenticated users can join.
  4. Choose Sign in as MiamiOH.edu user.

Please also visit our new and improved security site for web conferencing tools. The site includes much more information about both Webex and Zoom security options.

Stay safe out there, folks!

Cross-promotion: Engaging a dual audience

We know you’re using Zoom and Webex to engage with students, coworkers, and even family members during these interesting times. The “new normal” is giving us all an opportunity to be flexible and learn new ways to communicate with one another.

For instructors, it’s integral to use the tools available to their fullest capacity — because students are attending classes and doing work in various ways. In light of that, the Miami Online group is offering a virtual event this coming Thursday to help guide faculty members who need more resources for their hybrid classes.

From the events page:

In this session, we’ll explore ways to optimize teaching and learning for your students regardless of location and chosen mode of participation. Connect with us on Thursday, October 15, at 3pm.

You will need to register to see the meeting invite on your calendar.

Check it out here.

Zoom and Webex security: What you can do

We continue to hear stories, both locally and nationally, about unwanted visitors “bombing” web conferencing (Zoom, Webex, etc.) meetings and events. This behavior can be extremely disruptive to the meetings, and in some cases, even illegal.

Many of the same security recommendations apply to Zoom, Webex, and Google Meet as are used for other online applications. In order to keep uninvited guests from disrupting class gatherings and meetings, we have gathered some tips to keep in mind for Zooming safely and responsibly.

Please read the full list of recommendations on the IT News site.

Zoom update: 4 new features that enhance virtual teaching and learning

Hot off the presses! Zoom has just rolled out four new features that educators can use to improve the remote learning experience. Update your Zoom client to access these latest features:

  • Virtual seating charts
  • Multi-pinning for better support for deaf and hard-of-hearing students (students can pin an interpreter so that they can see their teacher at the same time)
  • Multi-spotlight for presenting group work
  • Unmute with Consent (teachers can ask to unmute their students once and have that permission carried over into other classes hosted by that same teacher)

Read more about it on the Zoom Blog!

General tip: What do you do when you can’t join your meeting?

We’ve all been there. It’s time for your meeting to start — whether in Webex, Zoom, or Google Meet — and it just doesn’t work.

Here are just a few ways to troubleshoot your meeting and get in on time.

  1. Check your settings (in whatever app you’re using).
  2. Update the app — if you have an outstanding update, video or audio may not function.
  3. Restart your computer (this resolves most issues, FYI).
  4. If you’re using the desktop app… Try uninstalling and then re-installing the application.
  5. When in doubt… give us a shout! Call IT Help at 513-529-7900 or initiate a live chat session at MiamiOH.edu/ITChat to speak to an advisor who can walk you through your issues.

For platform-specific troubleshooting, please see the following:

Helpful info: Webinars!

If you want to host a meeting with hundreds of participants, Zoom Webinar is an easy way to engage with an audience without unnecessary distractions. Webinar hosts can designate a few participants (panelists) to share screens and audio content. Webinars do allow hosts to unmute attendees, but in general participants are mostly there to listen to one or more presenters.

Webinars are ideal for large audiences or events that are open to the public. Typically, webinar attendees do not interact with one another. This is a great idea for events like panel events or featured readings. Not sure how you should host your event? Zoom has great content on their site about whether you should choose a Meeting or Webinar.

In our Miami domain, we have two available licenses. That means you need to request permission to host a webinar.

Request a Zoom Webinar.

Also see this blog post about participant limits in all of our web conferencing tools, including Webex, Zoom, and Google Meet.

Security updates for Google Meet

Like Zoom and Webex before them, Google Meet is improving safety features for hosts and participants. Hosts will have more control over who joins their meetings!

Google is giving hosts something called “Quick access,” which will be the default from now on in meetings.

“Quick access” makes it so that participants in the same domain as the host (i.e., using their @MiamiOH.edu email address to join) do not need to request to join the meeting. However, if the host turns “Quick access” off, every participant will need to request — it will essentially put everyone in a waiting room so that the host can determine who all can enter the meeting.

This feature will be gradually rolled out to our domain on Google’s timetable, but everyone should start seeing the option in their meetings within the next few weeks.

Read more about the update to Google Meet on the G Suite blog.