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Meeting controls are located in a pop up menu bar along the bottom of your screen while in a meeting. You may need to move your mouse to the bottom of the Zoom window to make this menu appear. Also, note that menu items and controls are more visible if you maximize your meeting window (or make full screen) - otherwise you may have to look for and click on an ellipsis labeled more to see all controls mentioned here.
Participant management and Security controls are available to use at anytime during a meeting via the meeting controls menu - without having to leave the meeting window. The two controls are labeled Manage Participants (look for a two heads/busts icon) and Security (look for a shield icon).
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We recommend clicking and opening this control (or press Alt-U) during a meeting - especially at the beginning. From this menu window, you can see who is in the waiting room, grant or deny access, mute and unmute participants, enable and restrict chatting features, remove participants from a meeting, and more.
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The Security Menu can be used anytime during a meeting (look for a shield icon labeled Security) to help secure your meeting. Clicking on it gives you pops up a small menu with several options that you can turn on and off at anytime during a meeting. Simply click Click on the operative phrase in the menu to turn it on; a feature is activated when you you see a tick next to it:
- Lock Meeting This is used to lock out anybody not already in the meeting. Use this carefully as you may inadvertently lock someone out who has left and is trying to rejoin (e.g., to try and establish a better connection), or if someone is late they may not be able to join in. Should someone try to join after the meeting is locked, then you can still admit them via the waiting room (detailed in the next sectionsee Manage Participants above).
- Enable waiting room This feature allows you to grant or deny access into your meeting, without interrupting the meeting itself. The waiting room appears at the top of the participants listParticipants window (see Manage Participants above).
- Share Screen When activated, this feature allows participants to share their screens with all the participants everyone in your meeting. If sharing screens (other than your own) is not warranted, make sure there is not a tick next to this security feature. Alternatively, if there are things for participants to share, please make sure there is a tick next to this feature.
- Chat When ticked, this feature allows participants to chat with each other and/or with the entire meeting group. Chat is often used as a way of managing questions. Restrictions on chatting during a meeting are controlled in the Participants window (see Manage Participants above).
- Rename Themselves When ticked, this allows attendees to change the name that is used to identify themselves in the participant list and in the video thumbnail windows. Turning this off makes it harder for participants to hide behind monikers, but it also leaves attendees being stuck with their registered names, or listed as a phone number if they join by phone.
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If you have people joining via phone, we recommend you ensure that they verbally identify themselves as soon as they join and prior to continuing your meeting. Once they identify themselves, you as host have the option of renaming them via the Manage Participant's menu (see above). Renaming them labels them with a name and not just a number during the meeting. Please contact canvas_help@whitman.edu if you'd like assistance adding a passcode for phone participants.
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