Zoom

Introduction

Zoom is the video/audio conferencing technology supported by Fermilab. Most conference rooms at the lab are equipped with Zoom and either a video projector or a big screen monitor.

• You don't need a zoom account to just join a meeting
  • Usually, you will just paste the advertised url into a browser on your device.
  • If your are given a Meeting ID and password, you can enter them at https://zoom.us/join .
• You can install an app on your smart phone to join or start a zoom meeting.
• You can join zoom meeting, audio only, by phone.
  • Zoom phone numbers
• If you wish to host a zoom meeting, you will need to create a zoom account.
  • Fermilab employees can request an account by opening a service desk ticket.
  • Fermilab prefers that non-employees request an account through their home institution but if you need a zoom account to conduct Fermilab business you may open a Service Desk ticket to request a Fermilab zoom account.
• Zoom can connect to the lab's old school video conferencing room equipment.
• Where can you post the password to zoom meeting (or the password-included url)?
  • On an access controlled web site. This includes the Mu2e DocDB and any indico pages that require an SSO login.
  • You may also send it by email to a small group.
  • You may send it to a mailing list with curated membership.
  • You may not post it to distribution list that anyone may join.

References

• LBNF zoom page

Recommendations for Zoom Security

A note on security

Fri 4/21/2017 3:15 PM
Fermilab Service Desk

Dear Zoom users,

Due to security concerns, you must not post your Zoom meeting ID on any public website (especially in Indico and DocDB) 
unless you set a password to protect the meeting. Obviously, you must not post the password on any public website either.

For added security, in meetings in which the host is using their computer, also consider unchecking the option 
"Enable join before host." This will not work for phone-only meetings. Furthermore, the host should end the meeting 
for all participants once the meeting has concluded.


Those who post their meeting IDs in public without protecting their meeting will receive one or two warning emails. If they do not take the corrective action after the second warning, their Zoom accounts will be deactivated and they will be required to meet with the lab's chief computer security officer. 

For instructions on how to set a password to protect your meeting, see this video on the Zoom website: https://support.zoom.us/hc/en-us/articles/201362413-How-Do-I-Schedule-Meetings

For added security, uncheck the "Enable join before host" option. (This will not work for phone-only meetings.) Instructions are in the article at https://fermi.servicenowservices.com/kb_view.do?sysparm_article=KB0012448. In addition, the host should end the meeting for all participants once the meeting has concluded.

For more information about best practices for using your personal meeting ID, see https://fermi.servicenowservices.com/kb_view.do?sysparm_article=KB0012452
   
If you have any questions about this email, please contact the Service Desk.

More on security (Apr 2020)

Security Guidelines to reduce the chances of getting Zoom-bombed

Posting meeting IDs on public websites: Do not post Zoom meeting IDs on any public website (especially in Indico and DocDB) unless you set a password to protect the meeting or disable the join before host (instructions for both of these options are below). Of course, you should not post the password on any public website either.

Preventing participants from screen sharing: You can set the default for all meetings to allow only the host to share their screen. Hosts may override this setting for any meeting.

To set a particular meeting to allow only the host to share their screen:

Whether you are logged in to your Zoom client or to the Zoom web interface...

1. Click the up-arrow to the right of the green Share Screen icon

              2.  Click Advanced Sharing Options.

              3.  Under "Who can share?" select Only Host. (If you have your account default set to allow only the   host to share their screen, you would change your meeting settings here to override.)

To set the default for all meetings to allow only the host to share their screen:

            1.  Log in to the Zoom web interface with your Zoom account

            2.  In the left menu, click Settings

            3.  Scroll to Screen sharing section

            4.  Under "Who can share?" select Host only

Setting passwords to prevent unwanted participants from joining: You can set the default for all meetings to require passwords on Personal Meeting IDs, instant meetings, scheduling new meetings, joining via a link, and/or joining by phone. The account holder may override their default settings for any particular meeting.

For instructions on how to set a password to protect your meeting, see this article ( fixme: this link is broken).

Other options to help prevent unwanted participants: Disable join before host. View these instructions in this knowledge article. Enable waiting room. This prevents attendees from joining a meeting until a host admits them individually from the waiting room. See instructions in this article. All participants - Permits all participants joining the meeting to be admitted to the waiting room. Guest participants only - Permits only participants who are not a Fermilab Zoom account holder or are not logged in to be admitted to the waiting room. If not logged in, they will have an option to log in. Lock meeting down once all participants are on. View this article from Zoom for more information and instructions. Mute all participants and do not allow them to unmute themselves. (This option is available for the host/co-host during a meeting).View this article from Zoom.

Disabling annotation and whiteboard features. View instructions in this article. See also this talk.

Even More on security (Apr 2020)

owner-zoom-pro@listserv.fnal.gov on behalf of Fermilab Service Desk Thu 4/23/2020 11:22 AM Dear Zoom users,

In order to enhance meeting security, we are changing the default settings mentioned below. We will put the changes in place on Saturday, Apr. 25 at approximately 1 p.m.

• Require a password when scheduling new meetings (Default: enabled, cannot override)

All new scheduled meetings will require a password. By default, an encrypted password is be embedded into the Zoom invitation so that participants clicking on the link will not need to type in the password. For those who do not use email invitations, do not post the embedded link or a password on a public web page.

• Require a password for Personal Meeting ID (meetings using PMI) (Default: enabled, cannot override)

All new scheduled meetings using the host’s Personal Meeting ID (PMI) will require a password. By default, an encrypted password is be embedded into the Zoom invitation so that participants clicking on the link will not need to type in the password. For those who do not use email invitations, do not post the embedded link or a password on a public web page.

• Password for instant meetings: (Default: enabled, can override)

Instant/ad-hoc meetings will require a password to enter. A random password will be generated when starting such an instant meeting. If your account settings are configured to use a Personal Meeting ID (PMI) when starting an instant meeting, you will be unable to generate a password for your instant meeting, so you will have to override this feature if you wish to continue using your PMI for instant meetings.

• Screen Sharing (Default: “Only Host Can Share,” can override)

Only a host, alternate- host, or co-host can share their screen. A host can override this setting during the meeting or in account settings. You can learn about the various roles in this article from Zoom: https://support.zoom.us/hc/en-us/articles/360040324512-Roles-in-a-meeting