Passcodes will be required for all OSU Zoom meetings starting September 10th at 7 pm

Requiring passcodes helps ensure only invited participants join OSU's Zoom meetings and fulfills Zoom's upcoming security requirement. The passcode requirement applies to all meetings, including instant meetings, scheduled meetings, and meetings using a Personal Meeting ID. Please review the information for Zoom meeting hosts, organizers, and participants as OSU transitions to this new security requirement. 

Meeting Host and Organizer Information

Please review your existing meetings. For meetings that have already been created with a password, you don’t need to do anything. For recurring or scheduled meetings taking place after or continuing past September 10th that are not protected with a password, you will need to add a passcode. Be sure to communicate the change to participants and provide them an update join link and the passcode.

Instructions: Add a Passcode to an Existing Zoom Meeting.

Important: If you don’t add a passcode to meetings scheduled to take place after September 10th, Zoom will automatically assign a passcode. Participants will not be able to join the meeting without the passcode or an updated join link with a passcode embedded.

Example Join Links:

Meetings that use your Personal Meeting IDs (PMI) will also be password protected. 

Your PMI will use a unique password that stays the same for every meeting. Zoom will auto-generate the first password for your PMI but you can customize it via your Zoom profile page on the Zoom web portal. To enable others to join meetings using your PMI, they will need to enter the passcode or using a join link with an embedded passcode.  

To add or edit the passcode for your Personal Meeting ID (PMI), follow the steps below:

  1. Sign in to the Zoom web portal and navigate to Meetings.
  2. Click Personal Meeting Room.
  3. Click Edit this Meeting.
  4. In the Security section, edit the passcode. You can also enable the Waiting Room if desired. 
  5. Click Save. 

No, the September 10th passcode requirement only applies to meetings. You can choose to enable a passcode for your webinar if you'd like, but they are not apart of the requirement.

Meeting Participant Information

After September 10, if you join a scheduled Zoom meeting by clicking the join link in an email invitation or through a desktop calendar invitation with the passcode embedded, nothing will change. If the meeting password is embedded in the link, there is no need to enter it manually. 

If you join a meeting by entering a Meeting ID, or a meeting link that does not have a passcode embedded, you will be required to enter a password. The meeting password can be found in the invite sent to you by the host underneath the meeting ID. If you do not have the passcode, contact the meeting host as soon as possible. 

If you are manually joining the meeting, by entering the Meeting ID, you will be required to enter the passcode. 

Examples:

Like scheduled meetings, the meeting host will need to provide you the passcode if you are manually entering the meeting ID or are using a join link without the passcode embedded. If the join link includes "pwd" as shown in yellow for example below, you will not be required to enter the passcode to join the meeting. 

Passcode FAQs

Yes, it is best to apply passcodes before the requirement to minimize any potential disruption to your scheduled meetings.

Scheduled Meetings

Edit your currently scheduled meetings to add passcodes before the change takes place. Update your meeting invitations to include the passcode and a join link with a password embedded.

Instructions are available in OSU's Knowledge Base: Add a Passcode to an Existing Zoom Meeting.

Personal Meeting Room (PMI)
This will also need to be done with your Personal Meeting Room, if you do not have a passcode applied. To add or edit the passcode for your Personal Meeting ID (PMI), follow the steps below. 

  1. Sign in to the Zoom web portal and navigate to Meetings.
  2. Click Personal Meeting Room.
  3. Click Edit this Meeting.
  4. In the Security section, edit the passcode. You can also enable the Waiting Room if desired. 
  5. Click Save. 

This change will not affect participants who join by clicking the meeting link with a passcode embedded, or through the desktop calendar integration if you set a passcode when if you send the new invitation with the meeting passcode.

Participants who join by manually entering the meeting ID, or use a meeting link without a passcode embedded, will need to enter the passcode manually.

It is important to update the meeting invite, especially if your meeting is recurring. Follow the steps below to update the meeting invite:

  1. Sign in to the Zoom web portal.
  2. Click Meetings from the side menu and select the appropriate meeting.
  3. In Invite Link, click Copy Invitation.
  4. Edit your Outlook calendar invite by deleting the details of the existing meeting invite and pasting the new information containing the password that you've copied.
  5. Save the changes so that an update will be sent to all invitees.

Note: You have the option of editing the meeting to change the password auto-generated by Zoom. Please see OSU's Knowledge Base: Add a Passcode to an Existing Zoom Meeting.

No, a passcode would still be required. If you'd like, you can choose to leverage both a passcode and the waiting room, but a passcode is required for all meetings.

Zoom will automatically add a passcode to your meeting, but your meeting invite will not be updated. You will need to login to the Zoom web portal to view the new password and then communicate the password to your meeting participants.

Follow the steps below to view a meeting passcode:

  1. Sign in to the Zoom web portal.
  2. Click Meetings from the side menu and select the appropriate meeting.
  3. Under Meeting Password, click Show.

zoom_showmeetingpasscode.png

Please note, Zoom will not automatically apply passcodes to your meetings until this requirement goes into effect on September 10th at 7 p.m. 

As the meeting host or co-host, quickly view your meeting password after a meeting has started by following the steps below:

  1. Click the Meeting Information icon on the top left of the Zoom meeting window.
  2. The meeting passcode will display under the Host.

To add or edit the passcode for your Personal Meeting ID (PMI), follow the steps below. 

  1. Sign in to the Zoom web portal and navigate to Meetings.
  2. Click Personal Meeting Room.
  3. Click Edit this Meeting.
  4. In the Security section, edit the passcode. You can also enable the Waiting Room if desired. 
  5. Click Save. 

Secure your Zoom meetings 

 Requiring passcodes helps ensure only invited participants join OSU's Zoom meetings and fulfills Zoom's upcoming security requirement.