Help Your Video Conferences Move Along Without a Hitch

Ever been conducting a Zoom meeting and suddenly someone steals the floor? Maybe someone starts sharing their screen or annotating scribbles over the slides you’re presenting.

It’s frustrating, but there are ways we can stop these efforts of “Zoombombing” that can disrupt your meeting.

When you are the Host of the video conference, there are certain administrative controls that allow you to enable or disable functions for participants. Here are the most common methods of Zoombombing and what you can do about them:

Problem: Participants sharing their screen with inappropriate/distracting images.

Solution: Place restrictions on sharing options. Make it so only the host can share their screen.

            Step 1: Locate “Share” button at the bottom of the screen.

            Step 2: Click small up arrow to the right of “Share” button.

            Step 3: Click “Advanced Sharing Options.”

            Step 4: Select “Only Host” for who can share.

 

Problem: Unwelcome participants joining a meeting.

Solution 1: Don’t use the same “personal ID” for a meeting. Use a new one each time, and don’t post the meeting ID in a public place.

            Step 1: Open “Schedule a Meeting” screen.

            Step 2: Under “Meeting ID,” select “Generate Automatically.”

                              OR

Solution 2: Create a password-guarded meeting.

            Step 1: Open “Schedule a Meeting” screen.

            Step 2: Under “Password,” create a password, and share only with desired participants.

 

Problem: Participants videos are on, and I don’t want them to be.

Solution: Restrict participant videos.

            Step 1: Open “Schedule a Meeting” screen.

            Step 2: Under “Video,” select “off” for Participant(s).

 

Problem: Participant(s) need to be muted.

Solution 1: Restrict all participant videos.

            Step 1: Select “Manage Participants” on the bottom of the panel.

            Step 2: Select “Mute all” to disable sound for all participants.

                              OR

Solution 2: Mute individual participants.

            Step 1: Hover over the participant you wish to mute.

            Step 2: Click on the 3 dots that appear over their video window.

            Step 3: Uncheck the option that allows them to unmute themselves. 

 

Problem: Participant is attending a meeting but needs to be removed.

Solution: Remove individual participants.

            Step 1: Open “Participants” panel on the right of the screen.

            Step 2: Hover over the participant’s name and click “More.”

            Step 3: Click “Remove,” and select “OK” in pop-up box.

 

Problem: Participants are monopolizing the chat function.

Solution: Disable chatting during meeting, or set it so only the host can send or receive chats.

            Step 1: Go to “Settings.”

            Step 2: Go to “Chat and Private Chat” toggles to disable in-meeting chat and view other options.

 

Problem: You have annotations enabled, but don’t want participants using annotation.

Solution: Disable annotations for participants.

            Step 1: After sharing your screen, select “More” from the panel.

            Step 2: Select “Disable attendee annotation” from dropdown menu.

 

These are the most common issues churches and schools face during Zoom meetings. For more information about managing participants in your meeting, here are Zoom’s recommendations for managing participants. 

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