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Zoom Meetings – Configuring Your Settings to Work For You

This article is intended to provide you with advice on some of the Zoom settings that are not immediately obvious yet may offer you great benefit. The Zoom support site provides you with a full explanation of all Zoom settings.

In addition to configuring your Zoom settings, you may also like to connect your Deakin Mail calendar to Zoom. This will provide you with the convenience of accessing your Zoom meetings quickly from other devices.


Usage Instructions

To view and select your Zoom settings for all of the Zoom sessions that you schedule:

  1. Login to your Deakin Zoom account via a web browser at deakin.zoom.us
  2. Select ‘Sign in’ and log in with your Deakin Single Sign-On (SSO) credentials.
  3. Select ‘Settings’ from the left-hand menu.
    In the left-hand menu, select the 'Settings' option

    You will notice that there are three categories for Zoom meeting settings; Meeting, Recording and Telephone. Within each of these categories there are several sub-categories.
  4. When a Zoom setting is turned on it will show as blue  , and when it is turned off it will show as grey .
    Because Deakin has set several default settings on your behalf many will already show as blue. You can change these as you like. To change a Zoom setting, click the toggle.
    When you modify a Zoom setting, it will show as ‘Modified’. Once you have modified a setting it will stay that way. It will not change unless you change it. If you select the ‘Reset’ option, it will revert to the Deakin default setting.


Meeting Settings Advice

Under the ‘Meeting’ Zoom settings category, there are several settings that Deakin provides advice on.

  1. Zoom-bombing is the term given to uninvited attendees accessing or ‘bombing’ your meeting. Several Zoom settings that help to prevent Zoom-bombing from occurring. View this information on Securing Your Zoom Meetings and Virtual Classrooms for advice on these settings.
     
  2. It’s best to leave the ‘Use Personal Meeting ID PMI when scheduling a meeting’ setting off.

    Leaving this turned off means that a unique ID will be generated for every meeting that you schedule. If you choose to use a PMI, the same ID is used for every meeting that you schedule.

    If you run overtime on a meeting, you risk your next meeting participants dialling into your current meeting. Additionally, if someone has your PMI, they can dial into any of your meetings.
     
  3. If you elect to turn the ‘Require encryption for 3rd party endpoints (SIP/H.323)’ setting on and you invite participants from non-Deakin sites to your Zoom session they may not have encryption configured in their meeting rooms in which case they will be unable to join the session. By disabling the setting participants who are joining from a meeting room where encryption is not enabled will still be able to enter your Zoom session. This setting will not impact participants who are dialling in from a personal location or a Deakin meeting room.

     
  4. You can enable other Deakin staff members to schedule meetings on your behalf using the ‘Schedule Privilege’ Zoom setting. You will still be the meeting host. As Zoom does not currently support the ability to create a meeting in a shared mailbox calendar, the person creating a Zoom meeting on behalf of another must do this via the Zoom website.


Recording Settings Advice

Zoom provides the capability to record a Zoom session. Under the ‘Recording’ Zoom settings category, you will see that there are several configurable recording settings. There is only one recording setting that can’t be changed. Deakin has configured the ‘host can delete cloud recordings’ setting to be on and locked this setting so that a situation does not arise where the owner of the recording is unable to remove it.

When you record a Zoom session, it will be available from the ‘Recordings’ menu option in Zoom or from the local file location that you have saved the recording to if you have enabled that recording setting.
 

  1. Deakin advises that you have the ‘Automatic Recording’ setting turned off. Instead, it is best to use Zoom etiquette by informing your Zoom session participants in the calendar invitation that you intend to record the session, including the reasons for this intention. Ask them to contact you before the meeting if they’d like to discuss further. When you begin the Zoom session, you can then select the record option from within the Zoom window.

     
  2. Deakin advises that you have the ‘Recording disclaimer’ setting turned on for participants. This means that when you begin recording a Zoom session, by selecting the ‘Record’ option within the Zoom window, your participants will receive a notification that the session is being recorded and be given the option to opt in or out of the session.


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