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Meetings and webinars can require passwords for an added layer of security. 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 and they can configure minimum password requirements. 
 
If you would like to enforce any of the meeting password settings for all users on your account or a group of users, you will need to lock the setting after enabling. If a setting is enabled but not locked, users can still disable the setting in their personal settings. 
These settings are available for passwords:

Require a password when scheduling new meetings

Additional Option to require a password for all previously scheduled meetings


Require a password for instant meetings
Require a password for Personal Meeting ID (PMI)Note: You can choose to require a password for:

Only PMI meetings with Join Before Host Enabled
All PMI meetings


Embed password in meeting link for one-click join
Require password for participants joining by phone

Additionally, there is a setting for Zoom Rooms, Bypass the password when joining meetings from meeting list. This allows the room to join a meeting from the meeting list, without needing to manually enter the meeting password. The password needs to be included in the meeting invitation sent to the room's calendar. To use this feature, the Zoom Room computer and controller need to be running version 4.5.0 or higher.
 
For additional step-by-step instructions visit: https://support.zoom.us/hc/en-us/articles/360033559832-Meeting-and-Webinar-Passwords-#h_08008f75-230f-4805-93e1-c76d836efd0e

 

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Moderating the Meeting

Passwords are on by default for all MSU Zoom meetings.

Do not post these passwords on public websites or social media. Also note, that if you share your meeting room link with the password embedded on public websites or social media, unwanted individuals could still get in. In this case, enabling the waiting room serves as a second layer of security in that you (or a moderator) can admit only those you wish to allow to participate.
Check your participant list during the meeting.


When necessary, talk about confidential data, but do not directly share it. Your connection is only encrypted between you and the service provider.
If security concerns exist, consider:

Disabling File Transfer
Hiding Telephone Numbers
Visit https://support.zoom.us/hc/en-us/articles/115005759423 for instruction


Enable Virtual Backgrounds
The moderator’s role is to help maintain control of the virtual room by interjecting as needed.
Be patient with individuals serving this role as they may need to adjust talking points during pauses and transitions, guide discussions, remind speakers to repeat questions from attendees before answering them, and/or call on people who are quiet throughout the meeting to be sure everyone has an opportunity to voice their thoughts.
Consider installing the Zoom plugin for Microsoft Outlook. This allows for a more convenient way to schedule Zoom meetings via your email.
Try to keep your meetings under one hour if possible. If your meeting is going to be longer than an hour, please consider taking a short break so that everyone can stretch or take a moment to focus back in on the call.
Consider captioning options, if available. If you have difficulty hearing or members of your group do, consider incorporating closed captioning to enhance the experience and make it easier to keep up with the conversation. In some applications, captioning can also provide a record of the meeting, so it’s easier to pay attention without taking as many notes.
To report poor behavior or abuse during an online meeting, send concerns to the MSU IT Service Desk at ithelp@msu.edu.

 
Preparing for the Meeting

Make sure you have a strong Internet connection.
Consider the use of a headset for better audio quality.
Make sure you have proper lighting.
Position yourself in the center of the webcam.
Keep your background professional and distraction-free.
Dress appropriately for your meetings. While we may be working in an online environment, it is still important to wear appropriate attire when in a meeting.
Come prepared. A Zoom meeting is like any other meeting. It is still important to prepare as you would in-person.

 
During the Meeting

Mute your mic as soon as you join a call and whenever you are not speaking.
If your audio is spotty, consider turning your video off if it is enabled.
Use your spacebar to unmute your microphone when you want to talk in Zoom.

Click your profile, then click settings
Click the audio tab
Check the option “Press and hold SPACE key to temporarily unmute yourself.”


Maintain eye contact with the webcam.
Turn your video off if you are doing something that may distract other people on your call.
Keep movement to a minimum.
Avoid eating.
Be courteous and considerate of those attending.
Act and talk as you would at work.
Try not to multi-task.
Take advantage of the chat feature to ask a question when someone else is speaking.
Raise your hand in the camera, use “raise hand” features or send a message using the chat or other messaging tool (Teams, Zoom, etc.) to indicate you would like to speak.

 
For additional best practices, check out this Zoom Blog: https://blog.zoom.us/wordpress/2020/03/04/best-practices-for-hosting-a-digital-event/

Settings you can enable or disable as the meeting host (at the bottom of the participants list):
 


Invite: Invite others to join the meeting.
Mute All / Unmute All: Mute or unmute all participants currently in the meeting.
Mute participants on entry: Automatically mute participants as they join the meeting.
Allow participants to unmute themselves: Participants can unmute themselves if they want to speak to others in the meeting.
Allow participants to rename themselves: Participants can change their screen name displayed to other participants.
Play enter/exit Chime: Play a sound when participants join and leave the meeting
Lock meeting: Don't allow other participants to join the meeting in progress.
Merge to meeting window: Merge the participants list with the main meeting window. This option is only available if you separated the participants list from the main meeting window.

To prevent participants from screen sharing:

In the host controls, click the arrow next to Share Screen and click Advanced Sharing Options.
Under Who can share? choose Only Host.
Close the window.

Authentication profiles allow hosts to restrict participants who can join a meeting or webinar to those who are logged into Zoom, and even restrict it to Zoom users who's email address uses a certain domain. 
 
If a participant tries to join the meeting or webinar and is not logged into Zoom, or logging in with the specified email domain, they will receive one of the following messages:

if they are not logged into Zoom:
If they are logged in with the wrong email domain:

Authentication profiles initially needs to be configured at the account level. Authentication profiles can only be added at the account level. Once you have configured authentication profiles, you can disable it at the account level and all at the group or user level, if you do not want to apply it for all members of your account.
 
Additional instructions are available at: https://support.zoom.us/hc/en-us/articles/360037117472-Authentication-Profiles-for-Meetings-and-Webinars

The virtual background feature allows you to display an image or video as your background during a Zoom Meeting. This feature works best with a green screen and uniform lighting, to allow Zoom to detect the difference between you and your background. You can also upload your own images or videos as a virtual background. There are no size restrictions when adding your own virtual backgrounds, but we recommend cropping the image to match the aspect ratio of your camera before uploading it.
 

 
For additional instructions visit: https://support.zoom.us/hc/en-us/articles/210707503-Virtual-Background

Meeting participants can annotate on a shared screen as a viewer or the one that started sharing your screen. You can also use annotation tools when sharing or viewing a whiteboard.
 
Enabling annotation for meetings
Before using annotation, make sure it's enabled in the Zoom web portal.
Account
To enable annotation for all users in the account:

Sign in to the Zoom web portal 
In the navigation panel, click Account Management then Account Settings.
Click the Meeting tab.
Under Meeting (Basic), verify that Annotation is enabled.
If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Turn On to verify the change.

 
For additional instructions on using annotations after enabling, visit: https://support.zoom.us/hc/en-us/articles/115005706806-Using-annotation-tools-on-a-shared-screen-or-whiteboard#h_b125534d-7755-4b66-859d-9120cf22abaa

As the host in a meeting, you can manage the participants. By default, any participant in a meeting can share their video, screen, and audio. If you want to limit who can share their screen, video, and audio, we recommend using the webinar platform. For a full comparison of these options, see our meeting and webinar comparison.
 

 
additional instructions at: https://support.zoom.us/hc/en-us/articles/115005759423-Managing-participants-in-a-meeting