Guide for Zoom Security Settings

Zoom for UCLA Health has new features enabled to make your meetings and webinars more accessible!

Learn how to enable these features

We need all Zoom users to help us maintain optimal security.

By following the recommendations below, everyone can help uphold the safety and integrity of our meetings. 

View upcoming training webinars for Zoom

Read a message from the UC CIOs here →

Visit Zoom and host a meeting

 

Make your meetings more accessible

Enabling Zoom's "Live Transcription" (Automated captioning) feature as host:
  1. In your Zoom meeting that you are hosting, click Closed Caption or Live Transcript in the meeting controls.
  2. Click Enable Auto-Transcription. This will enable the system to start providing automatic live transcription to participants.

You can also download the Full Transcript for later viewing.

  1. Join your meeting.
  2. In your meeting controls, click Closed Caption closed-captions-button.
  3. Click on the following:
    • Windows/macOS: View Full Transcript.
    • Linux: Show Subtitle.
  4. In the Transcript window, click Save Transcript.
  5. Click Show in Folder or Finder to access your saved captions.

 

Record your meeting and save it to Zoom's cloud:
  1. Click Record in the meeting controls and Record to the Cloud.
  2. You will receive an email from Zoom when the completed recording is processed.

 

Enabling your own pronouns:
  1. Sign on to https://uclahs.zoom.us
  2. On the side panel, click Profile
  3. To the far right of your name, click Edit
  4. In the pronoun fields, enter your pronouns, and select a sharing option from the drop-down

 

 

Zoom Security Recommendations for Hosts

1 - Install Zoom software updates as soon as they are available

Check what version you're on:

  1. Sign in to the Zoom Desktop Client (Windows or macOS).
  2. Click your profile picture, help then click About Zoom.
Select About Zoom to check client version
Verify Zoom client version

Be sure to update Zoom by selecting the links below.

 

2 - Schedule a Zoom meeting with optimal security settings

Schedule a secure meeting through the Zoom Outlook plug-in or the Zoom web application at http://uclahs.zoom.us. We recommend using one of the following security features to maintain a secure environment.

Passcode/Password

Having a passcode/password enabled ensures that only your intended recipients can join your meeting. Adding a passcode to existing meetings  will require sending an updated invitation link.

To enable a passcode through the webpage:

  1. Log into Zoom for UCLA Health with your Mednet credentials
  2. Update an existing meeting by selecting the meeting name and Edit or create a new meeting by selecting Schedule a New Meeting
  3. Scroll down to Meeting Options and click on the box to Require meeting password. You can create a personalized password or use the auto-generated password.
    Image of Zoom meeting options
  4. Select save when you are done. If you are updating an existing meeting, copy and paste the new information into your Outlook invitation and resend to your invitees. 

To enable a passcode/password through Outlook plug-in:

  1. When creating a new meeting use the Zoom plug-in to select Add Zoom Meeting or update an existing meeting by opening the meeting invitation
  2. Click on Settings next to the Add Zoom Meeting button
  3. Under the Advanced Options, select the box to Require meeting password and set a password
  4. Select Update and the meeting invite will update with the new security. You're invite is now ready to send!
    Image of Zoom plug-in under the advanced options section to enable passwords

 

Waiting Room

Having a waiting room enabled allows the host to control when their participants can join the meeting. The host can also specify whether to have all attendees wait in the waiting room or just external participants. 

To enable a waiting room through the webpage:

  1. Log into Zoom for UCLA Health with your Mednet credentials
  2. Update an existing meeting by selecting the meeting name and Edit or create a new meeting by selecting Schedule a New Meeting
  3. Scroll down to Meeting Options and click on the box to Enable waiting room

To enable a waiting room through Outlook plug-in:

  1. When creating a new meeting select Add Zoom Meeting
  2. Click on Settings next to the Add Zoom Meeting button
  3. Under the Advanced Options, select the box to Enable Waiting Room
  4. Press Update and the meeting invite will update with the new security. You're invite is now ready to send!

 

"Only authenticated users can join"

The Only authenticated users can join meetings option requires participants to sign in before they can join a Zoom meeting. This can be useful if you want to restrict your participant list to verified users or users from a certain organization.

To enable "only authenticated users can join" through the web page:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Settings. Click the Meeting tab.
  3. Under Security, click the Only authenticated users can join meetings toggle to enable or disable it.
  4. If a verification dialog displays, click Enable or Disable to verify the change.

To enable "only authenticated users can join" through the Outlook plug-in:

  1. When creating a new meeting select Add Zoom Meeting
  2. Click on Settings next to the Add Zoom Meeting button
  3. Under the Advanced Options, select the box to enable Only authenticated users can join
  4. Press Update and the meeting invite will update with the new security. You're invite is now ready to send!

 

 

3 - Verify settings for your existing meetings

 

  • Open your Zoom desktop app or visit the Zoom web application at http://uclahs.zoom.us 
  • Log in with your Mednet username
  • Select a scheduled meeting 

 

Checking existing Zoom meeting settings

 

 

  • Verify your meeting settings: 
  1. In the Meeting ID section, make sure the “Generate Automatically” option is selected
  2. In the Meeting Password section, make sure the “Require meeting Password” option is selected 
  3. In the Video section, make sure “Off” is selected for participants and hosts
  4. In the Audio section, make sure “Both” is selected 
  5. In the Meeting Options section, make sure the “Mute participants upon entry” and “Enable waiting room” options are selected 
Secure Zoom meeting settings

 

  • Save your preferences

 

 

4 - Run meetings using the Zoom desktop application

 

For security, we recommend always launching and hosting meetings using the Zoom desktop application instead of the Zoom web application. 

If you haven't downloaded the Zoom desktop application, then please visit the Zoom download center to do so →

  • Open the Zoom desktop application and sign in
  • Click on the "Start” button next to your meeting name 
  • Disable chat 
Zoom security button

 

 

  • Lock meeting. Lock your meeting if you would like to stop any additional participants, even invited participants, from joining
  • Enable screen sharing for your attendees during meeting. 
    • Make sure to click on "Share Screen" under the security tab to allow your participant to share their screen.
  • Manage the waiting room 
    • To admit participants in the waiting room, select the "Admit" button next to their name 
    • If you do not recognize a participant, then leave them in the waiting room or click the "Remove" button next to their name 
  • Find more tips on securely hosting Zoom meetings →

5 - Manage participants during meetings 

 

  • To manage unruly participants, select “Manage Participants” 
  • Find the participant’s name in the “Participants” pane and click the “More” button
  • Select “Stop Video” or “Remove” from the list 
  • Find more tips on securely hosting Zoom meetings →

 

Zoom Security Recommendations for Attendees 

  1. Install Zoom software updates as soon as they are available. Get new updates for Windows. Get new updates for macOS. 
  2. Attend Zoom meetings using either the desktop or web application. (For security, we recommend the desktop application for hosts, but attendees may use either.) 
  3. Respect hosts and other participants 

 

Additional User Guides

See our list of User Guides for more information.