Zoom

Never post your meeting URL or password in a public forum
To prevent unwelcome visitors from joining your meeting, it is important to protect your meeting URL and ensure that only legitimate participants have access to it. If you would like to invite the public to join your meeting, it is better to have them register to join (see below).

Don’t use your Personal Meeting ID for scheduled meetings
Your Personal Meeting ID is very useful for instant meetings and when people want to contact you one-on-one but should not be used for scheduled meetings. Generate a random Meeting ID for scheduled meetings.

Learn more about using your Personal Meeting ID.

Require participants to authenticate
For any meeting that includes only participants that have McMaster credentials, require that they authenticate at https://mcmaster.zoom.us before joining.

Learn more about Authentication for Meetings.

Require a password to join
For small to medium sized meetings that will include people that may not have McMaster credentials, require a password to participate.

Learn more about Meeting Passwords.

Require participants to register
For larger meetings that will include participants that do not have McMaster credentials, require that people register before the meeting and check in.

Learn more about Registration for Meetings.

Use the Waiting Room
The waiting room will help you to manage who is able to join your class, seminar or meeting, and when they are able to join.

Learn more about Waiting Rooms.

Make someone your co-host
It can be difficult to manage meeting participants during a large meeting when you are also trying to facilitate discussion and collaboration. Enlist someone you trust to be your co-host and have them monitor the Waiting Room and manage the meeting participants.

Learn more about assigning a co-host.

Lock the meeting
When you are sure that all attendees are present, or you have reached an expected cut-off time for participants to join, lock the meeting to prevent unwelcome visitors from joining.

Learn more about locking the meeting.

Mute all participants
When you are presenting you can mute all participants with the touch a of a button to prevent unwanted interruptions.

Control screen sharing
Prevent others from sharing the contents of their screens by requiring that they ask permission before doing so.

Learn more about controlling screen sharing.

Disable private chat
Disabling private chat is a great way to prevent participants from receiving unwanted messages during a meeting.

Learn more about controlling and disabling in-meeting chat.

Disable annotation
Annotation can be a very useful tool to enhance collaboration during meeting, but also presents an opportunity for mischief. Disable annotation to prevent abuse.

Learn more about annotation.

Remove participants
As host or co-host, you can remove any participant at any time.

Learn how to remove unwelcome participants.

Recording classes, seminars and meetings can be beneficial both from an accessibility perspective, to provide a resource to those that were unable to attend the meeting, and to retain a record of the meeting. This record can be very beneficial in the event that the meeting is disrupted by unwelcome participants.

Storing recordings
Meeting recordings can be stored locally or in the cloud. Recordings stored in the cloud are managed by Zoom data centres in Canada. Only licensed hosts can save recordings to the cloud.

Hosts can also save meeting recordings on their local computer.

Learn more about recording to the cloud.

Learn more about recording locally.

Participant recording
Participants can record meetings and store them on their local computer. Hosts are encouraged to control this capability by requiring that participants ask permission before they record.

Learn more about controlling recording during a meeting.

Use your macID@mcmaster.ca email and choose SSO (single sign-on)

Sign in right here via mcmaster.zoom.us

Zoom releases updates and minor fixes for reported bugs on a regular basis and
recommends that users stay current with the latest version of Zoom to leverage any
new functionality and security features.

UTS will release the latest version of the Zoom client to all users once a month.
You’ll be prompted to install the updates prior to using Zoom. Allow time to do this
before starting or joining meetings.

Check updates manually:
1. Download the Zoom Desktop App
2. Sign in via SSO
3. Click on your Profile
4. Check for Updates

Learn the difference between the Zoom web portal profile and the Zoom desktop app.

Starting and stopping meetings from Outlook is easy and convenient. Find complete details on the official Zoom site.

Click here to learn more.

How to Schedule a Recurring Meeting via Zoom app.
1) Click the ‘Schedule’ button after launching the app
2) Ensure to tick the ‘Recurring meeting’ check box below the topic field (see below)

How to Schedule a Recurring Meeting via Zoom web portal
1) Click the meetings tab in the left-hand task bar
2) Ensure to tick the ‘Recurring meeting’ check box below Time Zone field (see below)

How to add a co-host before a meeting
1) Open the ‘schedule a meeting’ tab
2) Ensure to tick the ‘allow participants to join anytime’
3) Enter the email address of the co-hosts in the ‘Alternative Hosts’ field

How to add a co-host during a meeting:

Method 1
1. Hover over a user’s video
2. Click the ellipsis icon
3. Click Make Co-Host.

Method 2
1. Using the participants window:
2. Click Participants in the meeting controls at the bottom of the Zoom window.
3. Hover over the name of the participant who is going to be a co-host, and choose More.
4. Click Make Co-Host.
5. Once a participant has been made a co-host, they’ll have access to the co-host controls.

In-meeting security settings overview:
When in a meeting, the host or co-host can check what security settings were enabled for this
meeting. These settings cannot be changed, but are meant to provide quicker and easier access to
this information.

To access this list:
– Start a Zoom meeting as the host or co-host
– Click the green encryption icon in the top-left corner of the video window
– Click ‘Security Settings Overview’
– A window will open, listing all settings related to meeting security and if they are currently enabled for this session

-On the left side navigation bar, click “Settings”
– Select “Meeting”
– Toggle on ‘Waiting Room’

Visit the official ‘use waiting room’ Zoom page for more

Setup Rooms in Advance
The process for setting up rooms in advance depends on several factors, such as device and browser. Click the link below for need-to-know information on how to access these features.
Official Microsoft Zoom page for managing breakout rooms.

Open and Close Rooms a During
1) Click the breakout room tab located on your screen
2) Click the ‘open all rooms’ button located on the bottom of the breakout room window (see below).

The host or co-hosts can broadcast a message to all breakout rooms to share information with all
participants. (This can be done from the main session or from within a breakout room.)

1. Click ‘Breakout Rooms’ in the meeting controls
2. Click ‘Broadcast Message to All’, enter your message, and click ‘Broadcast’
3. The message will now appear for all participants in breakout rooms

1) Open ‘Breakout Rooms’ tab
2) Click ‘Options’ in bottom left corner of window
3) Select your parameters in the pop-up window

1) In the meeting controls, click the up arrow in the corner of the ‘participants’ tab
2) Copy the meeting information and share

It is possible to appoint a delegate to book meeting on your behalf. However, the delegate must have a licensed account. Basic accounts are not eligible to act as delegates. To appoint a delegate

1. Log into https://mcmaster.zoom.us,
2. On the left panel select Settings
3. Under the heading of Meeting at the top, select Other.
4. Under the heading Scheduler Privilege, select the + symbol beside “assign scheduling privilege”.
5. Enter the McMaster macid@mcamster.ca for the people to be assigned as delegates, then click on assign.

You can also view for whom you have been given delegate access.

1. Sign into McMaster.zoom.us to access your cloud recordings.
2. Click on Recordings in the left sidebar.
3. Click on Cloud Recordings.
4. Select the recorded Zoom events you wish to download.
5. Click on the ellipsis and select Download.
6. Click on Download to confirm.

You do not have access to Zoom It is recommended that you download Zoom cloud recordings that you wish to keep in advance before the end of your program or work agreement with the university.

Please refer to the Zoom Blog page for information on preventing uninvited users from interrupting your Zoom conference. Otherwise known as Zoom bombing.

Students may be a participant in any Zoom meeting to which they are invited without any time restrictions and without the need for a license. Students who need to organize and host meetings with classmates or instructors are encouraged to use Microsoft Teams as the tool of choice.

It is strongly encouraged that prior to your first Zoom meeting, you review the Zoom Video Conferencing Best Practices for Privacy and Security.

For accessibility questions visit the McMaster Accessibility Hub.

Role Based accounts are not eligible for a Zoom license account or basic user account in the McMaster instance.