Zoom

Tips & Tricks

Kristof Maes

Product & Solutions Lead

Advanced Productivity

Tel: +32 3 545 67 81

Email: kristof.maes@xylos.com

Possibilities with Zoom

Tips & Tricks for the Perfect Meeting

Become comfortable on Zoom Security

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Our Topic of Today

ONLINE MEETINGS & COLLABORATION

WEBINARS

ONLINE TRAININGS DIGITAL EVENTS

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• 100 video streams

• Dual monitor setup

• Multi-screen sharing

• 50k webinar attendees

• Live on Facebook,

YouTube, …

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Video Meetings & Webinars

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device, Intelligent Proximity to start sharing with one click

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Start an instant meeting or integrate with your

calendaring system

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Enterprise Management for Scale

• Real-time dashboard and historical reports

• Zoom usage, users, and devices

• Webinar registration, attendance, and Q/A

Reporting and Analytics

• Dashboard of all Zoom Rooms by location

• Alerts for hardware issues and more

• Tiered Settings

Administrative

Management

• Meeting passwords

• General (unique) meeting id’s

• Waiting room

Security Settings

Zoom during Covid-19

AprilMarch May

• UNC issue

• Facebook SDK on iOS

• End-to-End Encryption

• ‘Zoom Bombing’

Pre-Meeting SettingsSecuring your Zoom Meetings can start before your event

even begins, with a robust set of pre-meeting features.

• Waiting Rooms: IT Admins can enforce waiting rooms at the

account, group, or user level. You can also require them for all

participants, or just for guests not included in your account. If made

optional, meeting hosts can enable Waiting Rooms in the “Settings”

menu of their Zoom profile.

• Passwords: Passwords can be set at the individual meeting level

or can be enabled at the user, group, or account level for all

meetings and webinars. Account owners and admins can also lock

password settings, to require passwords for all meetings and

webinars on their account.

• Join by Domain: Only authenticated users can join meetings

which requires individuals to sign into a zoom account and/or

ensure their e-mail address is on an approved list before allowing

them to join.

In-Meeting SettingsZoom has controls at your fingertips to ensure your

meetings are secure and disruption-free.

• Security options in toolbar: Meeting hosts have a Security

icon in the toolbar for quick access to essential in-meeting security

controls. See it in action!

• Lock the meeting: When a host locks a Zoom Meeting that’s

already started, no new participants can join, even if they have the

meeting ID and password (if you have required one).

• Put participant on hold: You can put an attendee on hold and

their video and audio connections will be disabled momentarily.

• Remove participants: From that Participants menu, you can

mouse over a participant’s name, and several options will appear,

including “Remove”.

• Report a user: Hosts/co-hosts can report users to Zoom’s Trust &

Safety team, who will review any potential misuse of the platform

and take appropriate action.

• Disable video: Hosts can turn someone’s video off. This will allow

hosts to block unwanted, distracting, or inappropriate gestures on

video.

• Mute participants: Hosts can mute/unmute individual participants or all of

them at once. Hosts can block unwanted, distracting, or inappropriate noise from

other participants. You can also enable “Mute Upon Entry” in your settings, which is

a good option for large meetings.

• Turn off file transfer: In-meeting file transfer allows people to share files

through the in-meeting chat.

• Turn off annotation: You can disable the annotation feature in your Zoom

settings to prevent people from writing all over the screens.

• Disable private chat: Zoom has in-meeting chat for everyone or participants

can message each other privately. Restrict participants’ ability to chat amongst one

another while your event is going on and cut back on distractions.

• Control screen sharing: The meeting host can turn off screen sharing for

participants.

• Control recording: The ability to record to the cloud or locally is something an

account admin can control. If they have recording access, the host can decide to

enable/disable a participant or all participants to record.

• Do not allow participants to rename their ID: The host can disable the

ability for participants to rename their onscreen identity.

• Turn on waiting rooms: The meeting host can turn on waiting rooms from

within the meeting.

Protecting your dataYou are entrusting us with your valuable data and

information and we take great care to ensure your data is

secure at all times.

• Encryption: Protecting your event content by encrypting the

session’s video, audio, and screen sharing. This content is protected

with the Advanced Encryption Standard (AES) 256 using a one-time

key for that specific session when using a Zoom client.

• Audio Signatures: Embeds a user's personal information into the

audio as an inaudible watermark if they record during a meeting. If

the audio file is shared without permission, Zoom can help identify

which participant recorded the meeting.

• Watermark Screenshots: Superimposes an image, consisting of

a portion of a meeting participant’s own email address, onto the

shared content they are viewing and the video of the person who is

sharing their screen.

• Local Recording Storage: Recordings stored locally on the

host’s device can be encrypted if desired using various free or

commercially available tools.

• Cloud Recording Storage: Cloud Recordings are processed and stored in

Zoom’s cloud after the meeting has ended; these recordings can be password-

protected or available only to people in your organization. If a meeting host

enables cloud recording and audio transcripts, both will be stored encrypted.

• File transfer storage: If a meeting host enables file transfer through in-meeting

chat, those shared files will be stored encrypted and will be deleted within 31 days

of the meeting.

• Cloud recording access: Meeting recording access is limited to the meeting

host and account admin. The meeting/webinar host authorizes others to access the

recording with options to share publicly, internal-only, add registration to view,

enable/disable ability to download, and an option to password protect the

recording.

Developing the Most Broadly Used Enterprise

End-to-End Encryption Offering

Security and Privacy CertificationsWe are recognized by industry and security organizations

for excellence.

• SOC 2 (Type II)

• FedRAMP (Moderate)

• GDPR, CCPA, COPPA, FERPA and HIPAA Compliant

(with BAA)

• Privacy Shield Certified (EU/US, Swiss/US, Data Privacy

Practices)

• TrustArc Certified Privacy Practices and Statements

Ensuring PrivacyZoom takes your privacy extremely seriously and only

collects the data from individuals using the Zoom

platform required to provide the service and ensure it is

delivered effectively. See our privacy policy here.

• Authentication: Zoom offers a range of authentication methods

such as SAML, Google Sign-in and Facebook Login, and/or Password

based which can be individually enabled/disabled for an account.

• 2-Factor Authentication: Admins can enable 2FA for your

users, requiring them to set up and use 2FA to access the Zoom web

portal.

• Video Preview: Before you join a meeting, you can preview your

video and select a virtual background, or decide to join without

video.

• Attendee consent for recording: Account admins or meeting

hosts can require that all recordings of meetings are accompanied

by a pop-up notice to attendees that a recording is taking place, and

there is a visual indicator when recording is on.

• Removed Attention Tracking: Zoom recently removed the option for

training professionals to track if attendees were multi-tasking during a meeting.

• Meeting participants’ basic technical information: (Such as the user’s IP

address, OS details, and device details) is collected for troubleshooting and admin

reporting.

• Zoom stores basic information: Under user account profile information

including: Email address, user password - salted, hashed, first and last name.

Company name, phone number, and a profile picture are all optional to provide.

• We never have, and have no future intentions, to sell your

information to advertisers.

• Zoom does not monitor your meetings or its contents.

• Zoom complies with all applicable privacy laws, rules, and

regulations in the jurisdictions in which it operates, including the

GDPR and the CCPA.

Hear what 3rd parties are saying

Zoom Happy Customers Shout Out

Useful Resources

Xylos Blog on Advanced Productivity

Xylos Remote Working info hub Virtueelsamenwerken.be

Zoom latest info via Corporate Blog

Zoom “How to use” 1-minute video’s

Zoom “How to guidance” on Support Portal

Zoom Security, Privacy & Compliance Center

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