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UW Zoom Updates

Zoom (vendor) updates page

August 10, 2021 (updated August 31)

Mandatory update to version 5.7.4

On Wednesday, August 25, UW-IT began requiring an update for the Zoom application for UW Zoom users. After August 25, you must download and install the latest version (5.7.4 or higher) in order to join or host UW Zoom meetings. Note that you if you have installed version 5.7.4, you’ll need to ensure that it is build 804 or later.

If you have a Zoom account associated with your UW NetID, you will need to update to version 5.7.4 or higher. Version 5.7.4 is the minimum version required for all users of UW Zoom. This update applies to the Zoom app on the following operating systems: Windows, Mac, Linux, iOS, Android, as well as Zoom Rooms.

VDI has no minimum client version.

Until you update to version 5.7.4 (or higher), you will be prompted to update when you attempt to host or join a UW Zoom meeting. When you click the blue Update button in the prompt message, you will be guided through the update process.

Why Zoom requires this update
The mandatory update ensures that all UW Zoom users will have access to the latest security and privacy features, including features that are currently in progress and are planned for release later this year. Updating now supports a smoother transition back to school for UW Zoom users. It also brings these users current with Zoom’s new policy to require customers to update their Zoom software to ensure it is no more than nine months behind the current version. This change is in line with industry best practices and designed to help ensure that Zoom users receive the latest Zoom features.

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February 3, 2021

Identify guest participants during meeting
UW Zoom meeting hosts and authenticated meeting participants can check the participants list to see if a participant outside of the UW Zoom account has joined the meeting. Meeting guests will not see they are listed as guest.

A meeting guest is someone who is:

  • Not signed in
  • Signed in from an email address that is not in the same account as the host
  • Signed in with a version of the Zoom client software older than the supported version

Closed captioning during meeting
Closed captioning and live meeting transcription is now enabled by default. Zoom meeting hosts can enable closed captioning and live transcription during the Zoom meeting.

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December 9, 2020

Planned service outage to add expanded breakout rooms
On Sunday, December 20, there will be a brief, planned service outage to the UW Zoom standard account, starting at 2:00 AM PST and ending at 2:05 AM PST. The purpose of this outage is to perform an upgrade to expanded breakout rooms. Active meetings and webinars hosted by UW Zoom users will be disconnected during the outage. Users will be able to re-join the meeting immediately after they are disconnected.

Users must update to current Zoom version
Immediately following the system upgrade, UW Zoom users with Zoom versions lower than 5.2.0 will be required to update Zoom software to join or start a Zoom meeting. Users with Zoom versions lower than 5.2.0 will see an update prompt when attempting to join a UW Zoom meeting or webinar.

The latest version of Zoom offers these improvements:

  • Meeting hosts can use a new option in the Security panel to immediately suspend all participant activities during a meeting in the event of misconduct or other issues.
  • Co-hosts have the same breakout room controls as the meeting host, such as starting or ending breakout rooms, assigning participants, etc.
  • Pre-assigned attendees joining after the Breakout Rooms have started will now automatically be assigned to their Breakout Room.
  • Starting December 20, the maximum number of breakout rooms will expand from 50 to 100 rooms. The maximum number of participants who can be assigned to breakout rooms will expand from 200 to 1000. Note: The default maximum number of participants is 300. Meeting hosts needing more than 300 participants must purchase a large meeting or webinar license to expand the number of participants.

Live Captioning (machine generated)
UW Zoom meeting and webinar hosts can now enable a machine-generated, live-captioning beta feature. UW has received early access to the beta live captioning feature before Zoom officially releases it in early 2021. For meeting hosts who enable the feature, when meeting and webinar participants speak, captions will appear. The machine-generated transcript can be saved as a local text file.

Because the speech-to-text is machine-generated, accuracy will vary, and does not meet disability accommodation requirements. The machine-generated live captioning feature should not be used as a replacement for professional captioning services.

November 18, 2020 

New Security Enhancements 

During a Zoom meeting, hosts and co-hosts now have the option to temporarily pause their meeting and remove a disruptive participant. During a meeting, click the Security icon, then Suspend Participant Activities. All video, audio, in-meeting chat, annotation, screen sharing, and recording during that time will stop, and Breakout Rooms will end.

The hosts or co-host will be asked if they would like to report a user from their meeting, share any details, and optionally include a screenshot. Once they click “Submit,” the reported user will be removed from their meeting, and Zoom’s Trust & Safety team will be notified. Hosts and co-hosts may resume their meeting by individually re-enabling the features they’d like to use. Zoom will also send them an email after the meeting to gather more information.

Update to Zoom software version 5.4.3 or higher to use the Suspend Participant Activities option.

As a reminder – one of the best ways to keep your Zoom meeting secure is to never share your meeting ID or passcode on any public forum, including social media.

 

September 25, 2020

This week, Zoom reversed its earlier decision to require meeting hosts to enable either the waiting room or a passcode (formerly “password”) for all meetings.

Although Zoom is no longer requiring these security measures, UW-IT strongly encourages meeting hosts to enable one or more of the following options for any Zoom meeting to prevent unauthorized entry:

  • Only authenticated users can join
  • Waiting room
  • Passcode

This recommendation includes meetings scheduled with your personal meeting ID and meetings scheduled via the Zoom in Canvas app (but does not apply to webinars).

Although this is no longer a requirement, UW-IT has chosen to keep the waiting room enabled by default to create an additional layer of security. New meetings you schedule will have the waiting room enabled by default so long as this feature is turned on for your user account. You can disable the waiting room if you choose.

About the waiting room

A waiting room is a place for meeting participants to wait before being admitted by the meeting host or co-host.

Meeting hosts do not have to manually admit all meeting participants. You can allow meeting participants with the proper credentials to bypass the waiting room. For example, instructors can set this option to allow students signing in with a UW NetID to join the meeting directly without having to wait.

For the first month after this change, you will need to edit existing meetings to include a waiting room if desired. After September 27, all meetings must have either a passcode or waiting room enabled. You will not need to edit or update calendar invitations for previously scheduled meetings after these changes go into effect.

Learn more:

About passcodes

A passcode is a short code (up to 10 characters) that participants must provide to successfully join a meeting. If a passcode is enabled for a meeting, users will be prompted to enter the code when they attempt to join the meeting. These codes can be customized when scheduling or editing the meeting.

An additional option is to embed the passcode in the meeting link. Once this option is enabled, new meetings will automatically include the passcode encrypted at the end of the meeting link. Participants can then join the meeting by clicking the meeting link, which contains this unique code.
For those meetings previously scheduled, you will need to edit the meeting to enable a passcode for each individual meeting. For previously scheduled recurring meetings, you only need to do this once for the series. Remember to resend calendar invitations for any meetings you previously scheduled in order to include the passcode or updated meeting link.

Learn more:

Allowing meeting participants to rename themselves during meetings

With the additional security of requiring a passcode or waiting room today, Wednesday, August 26, UW-IT is also enabling the option for meeting hosts to allow participants to rename themselves during a meeting. Meeting hosts can set this option for all meetings or on a per meeting basis.

Reminder: Changes to UW Zoom cloud storage

As previously announced, UW-IT is implementing changes to storing Zoom recordings. These changes are necessary to free up cloud storage capacity that will ensure Zoom continues to be available for everyone, and include:

  • Effective September 1, 2020, recordings stored in the Zoom cloud will be set to auto-delete after 90 days. For example, On September 1, any Zoom cloud recording created before June 1 will be moved to Zoom trash; on October 1, any recording created before July 1 will be moved to Zoom trash, and so on.
  • Going forward this will be a monthly process of moving recordings older than 90 days to Zoom trash, where they can be recovered, downloaded, and stored elsewhere. After 30 days in Zoom trash files will be deleted. Monthly reminders about file deletion will be sent through the end of 2020.

To learn more about these changes, including steps you can take:

Last reviewed February 22, 2021