As an account administrator, there are countless ways to customize your Zoom account to best
fit the needs of your organization.
In this video we will cover a few of the settings that Zoom recommends all admin should know!
From your Zoom web portal, scroll to the Admin section in the left-hand navigation menu and
click Account Management, then Account Settings.Zoom’s account-level settings mirror individual user
settings.When switched on or off by an admin, a setting will be turned on or off for all
individual user accounts as the default.
However, users can still change it in their personal accounts.
By turning on Waiting Rooms, all meetings scheduled through the account will begin in
a virtual Waiting Room unless an individual user chooses to turn the setting off in their
own account or, for this feature, when scheduling a meeting.
Until then, participants will stay in the virtual Waiting Room until the meeting host
admits them individually.
When switched on or off and locked by an admin, a setting is applied to all user accounts
and can’t be changed.
Here, a Passcode is required when scheduling a new meeting.
Zoom will generate a passcode, and participants will need the passcode to join.
Again, by locking this setting, individual users can’t override this requirement.
This manner of configuring the account allows the admin to control certain settings while
maintaining some flexibility and customization options for individual users.
Let’s take a look at a few other important Security settings.
You’ll see some additional options for Waiting Rooms and Passcodes, as well as a group of
settings related to who can join meetings.
For example, you can block users in specific domains or only allow authenticated users
to join.
Because Waiting Rooms, Passcodes, and user authentication are among Zoom’s most powerful
security options, you can Require that all meetings are secured with at least one of
these features.
Be sure to spend some time in this section and learn how to protect your team.
Next, we’ll take a look at some of the In-Meeting Basic settings.
Many of these dictate how participants interact during a meeting or webinar.
For example, enable or disable In-Meeting Chat, or specify who can send chats to whom.
Or, enable or disable Polls, Quizzes, Screen Sharing, Annotation or marking up screens
and Whiteboards, Non-Verbal Feedback and emoji Reactions, and more.
Within most of these features, you again have the option to specify who may use them.
Note that some of these features are only available to users with a Pro license and
above.
If you have Basic (free) users on the account, they may not be able to access certain options
regardless of the account settings.
Again, we aren’t covering every single setting, so be sure to explore all of the settings
on your own.
Let’s move on to In-Meeting Advanced.
At the top is a setting called Report to Zoom.
This allows any user to report other meeting participants to Zoom's Trust and Safety team
for review if inappropriate behavior is suspected.
Next is a series of more advanced ways to interact in meetings and webinars, including
Breakout Rooms or small groups during a meeting and Q&A in webinars.
There is also the ability to automate closed captioning during a meeting or to manually
control how closed captions are generated.
And let’s not forget the ever-popular Virtual Background feature?
Switch this setting on to allow participants to use them and even specify if they may upload
their own, use video as a background, and more.
If you have a great branded image you’d like to share with all your users, you can
include it in their presets by uploading it here.
Note that these settings only affect users on your Zoom account and not external attendees.
Once again, you’re encouraged to explore more of the options in this section.
However, some of them are only available to Pro users, regardless of settings.
Onward to Email Notification Settings!
Here you can choose precisely when you’d like Zoom to send automated email notifications.
For example, when a meeting is canceled.
Notifications are only sent to relevant parties.
In this instance, it would be all attendees who accepted the previously scheduled meeting.
As you can see, there are several sections within the Meeting tab, but we’re going
to jump back to the top and select the Recording subsection.
As an admin, the important thing is to decide which recording settings to enable or disable
and potentially lock for all users.
Do you want all users to be able to record locally on their machines?
Pro or licensed users to be able to record to the cloud?
Should you require a notification that a recording has started?
Also found in this section are settings related to how recordings are shared.
Notably, you can require a passcode to access shared cloud recordings and even configure
how strong the passcode will be!
We’re almost finished but before we go, notice that here along the top are additional
subsections.
If your organization uses Zoom Phone, you’ll want to check these options out.
For example, choose whether you want to allow users to forward calls to external numbers.
Zoom Chat is a dynamic messaging tool that helps take team collaboration to the next
level through chats and channels.
Zoom Apps make meetings more engaging, productive, and fun by integrating select third-party
tools.
Switch to enable a “Zoom Apps” button directly in the Zoom meeting interface for
quick access.
Zoom Apps are accessible to all Zoom users, regardless of account level.
Finally, Whiteboards are fantastic way to visually brainstorm and collaborate with others
whether your in a meeting or not!
Well, that concludes our list of notable account settings, but there are many more awesome
features to explore.
Bye for now!