How to manage IM groups in Zoom App

This post was most recently updated on September 22nd, 2022

It is also possible for admins to create groups within their account that appear in the Contacts section (under All Contacts) within the desktop client and the mobile app as a list of users assigned to the group. IM groups can be divided into three types:

  • Private:
  •  When a group is set to private, only members will be able to see it. The non-members of the group can search for the members of the group by using the sMembers of the group will be automatically visible to everyone in the account.mbers automatically.
  • Restricted:
  • The group is not visible to anyone except those inside the group. Only those in the group are able to find other members of the group using search.

For instructions on how to deploy chat for the first time, please refer to the Zoom Chat admin guide.

Notes:

  • It has been announced that all IM Groups within Zoom have merged with User Groups, and appear as Groups through the New Admin Experience after August 21, 2021; or if you have enabled the New Admin Experience on your account. There is an expanded IM Settings section now under Account Settings in the Zoom Chat tab, as well. In the New Admin Experience for Platform, you will find instructions for creating groups, modifying group settings, and changing chat settings.
  • There are different types of IM groups than there are types of user groups.
  • The number of users that will appear in each IM group will be limited to 1,000 at a time when the users select All Contacts under the Contacts tab in the desktop client or mobile app. However, you can still search for users within your IM groups based on the settings that you have made in your IM program.

Prerequisites for managing IM groups

  • Paying for a Zoom account
  • is possible if you are using Zoom version 3.5 or later
  • in order to add or edit an IM group, if you are the account owner or admin

How to add an IM group

  1. Log in to the Zoom web portal by entering your username and password.
  2. Select the IM Management option from the Account Management menu in the navigation bar.
  3. IM Groups can be enabled by clicking on the IM Settings tab, then clicking the toggle next to IM Groups.
  4. IM Contacts and Channels . You can add contacts, create contact Groups can be accessed from the IM Settings tab.
  5. To add an IM Group, click on the Add IM Group button and fill out the following details:
    • IM Group Name: Enter a name for the IM group so that it can be easily identified.
    • Privacy Type: Choose the privacy setting for the IM group.
  6. Click on the Save button.

How to add users to a group in an instant messaging program

  1. Log into the Zoom web portal using your username and password.
  2. Select Account Management under the navigation menu. Select IM Management under the IM Management menu.
  3. Next, click on one of the IM groups.
  4. Next, click on the Add Members button.
  5. If you want the member to be added to the group, you will need to enter the first few letters of their email address in the box below.
  6. If you have entered the correct email address, then tick the box to the right of it, then click the Add button.

Groups of IM users with access levels

Depending on which type of IM group a user belongs to, this table shows the levels of access he has to the group.

(M) = member of IM group

IM group View IM group Search users in
IM group

Member of a private IM group

Private IM group (M)
Private IM group
Shared IM group
Restricted IM group

Member of a shared IM group

Private IM group
Shared IM group (M)
Shared IM group
Restricted IM group

Member of a restricted IM group

Private IM group
Shared IM group
Restricted IM group (M)
Restricted IM group

How to change the default IM group for new users

It is only new users that will be affected when the default IM group is changed. The process for changing the default IM group is as follows:

  1. Sign in to the Zoom web portal by entering your email address and password.
  2. You will then be taken to the User Management page under the navigation menu.
  3. Select Advanced from the drop down menu.
  4. By clicking on the dropdown menu next to Change IM Groups you will be taken to a page where you can edit this information.
  5. By clicking the drop-down menu labeled Set default IM group, the appropriate name will appear in the drop-down menu.
  6. Once the name has been selected, click Save.

How to move users from one IM group to another

IM groups can be moved between by following the steps below:

  1. To access the Zoom web portal, you will need to sign in.
  2. Please click on the User Management option in the navigation menu.
  3. From there you can choose the Advanced tab.
  4. From the Advanced tab, you can see the section Change IM Groups.
  5. Choose the appropriate name from the drop-down menu called Switch IM Group after clicking the drop-down menu called Switch IM Group.
  6. Select the appropriate group name from the drop-down menu.

How to change advanced settings for an IM group

Note:

The locked setting takes precedence if a user belongs to more than one IM group. A setting which is not locked takes precedence if its non-locking setting is the most restrictive.

You can change the settings for an IM group you are a member of by following the steps below:

  1. To access the Zoom web portal, you will need to sign in.
  2. Click the Account Management button in the navigation menu, then click the IM Management button.
  3. On the IM Groups screen, click the name of the group you wish to manage.
  4. Under the name of the IM group, click Advanced Settings.
  5. Select from any of the following options:
    • Allow users to search others:
    • Provide information about whether users will be able to search for other users within the same account or a parent account.
      Note:
    • If this setting is enabled, users will also be able to search for other users while logged into the Zoom web portal. Whenever a user changes the host for a webinar/meeting, pre-assigns participants to breakout rooms, or assigns panelists to webinars, these are among such examples.
    • Allow users to add contacts:
    • It would be great if users could add Zoom contacts to their contact list. The level of permissions can be selected by clicking on an option.
    • Allow users to chat with others:
    •  The user can chat with other users within the organization or outside the organization.  To set the level of access, click the appropriate link.
    • Third-party archiving:
    • Use an archiving service from a third party to archive messages and files.
    • File transfer:
    •  Give users the ability to send or receive files in group communication or direct messaging.

How to change IM settings for all groups

It is possible to change IM settings that apply to all IM groups at the same time:

  1. Sign in to the Zoom web portal by entering your user name and set up a password at the individual meeting, go to the settings tab and enable it. This setting will give you an option to set your password.
  2. Once you reach the Account Management page, click IM Management to access the IM management panel.
  3. Go to the IM Settings section.
  4. From the list of settings, select the one you would like to change.
  5. In case you want to prevent a setting from being changed in a user’s settings, you can use the lock icon to lock it.

Note:

  • A number of settings are dependent on a number of prerequisites. In the event you do not see a setting listed then you may need to review the article about the setting to determine whether or not your account meets the prerequisites as listed.
  • It is the locked setting that takes precedence in the case of users belonging to multiple IM groups. This means that the most restrictive setting will take precedence if the setting is not locked.

Sharing settings

Users of the account can share these items in chat: You can do this by allowing the following:

  • Screen capture
  • Users can share files in chats and channels (File transfer)
    • Only allow specified file types (optional):
    • Users can choose the types of files they want to share in chat. For desktop clients with versions 5.4.0 and higher, this functionality is available.
    • Maximum file size (optional):
    • Specifying the maximum type of file size (MB) that users may send in a chat or in an in-meeting chat is important. Version 5.4.0 or higher of the Zoom client is recommended for this action.
  • Animated GIF images
  • Code Snippet
  • Record Audio Message
  • Record Video Message

Visibility settings

  • First-time users should be able to open Chat by default
  • with the option to display H.323 contacts
  • Link accounts to an organization
  • Company Contacts:
  •  All members in a Zoom account will be displayed in the desktop and mobile clients.
  • IM Groups:
  • Manage contacts according to IM groups in the Zoom desktop client and mobile application.
  • Ungrouped users can search for any contacts:
  •  You can specify whether an individual who does not belong to any IM group can search for any contacts within the same domain, the same account, or the same organization. Members of restricted groups will not appear in the search results.
    Note:
  •  Members of restricted groups will not appear in the search results when users search for others through Zoom’s web portal. As such, in some formats users may assign alternate hosts to meetings or webinars, assign people in advance to breakout rooms, or designate panelists for webinars.
  • Announcements

Security settings

  • Enable advanced chat encryption
  • Enable Personal channel in Chat window
  • Allow users to add contacts
    Note:
  • The company contact directory may not be able to be added to if the setting is off, but the users may still view the contact information.
  • Providing the users with the ability to chat.
  • Allow users to show their status externally: Users can indicate their status to their external contacts.
  • Zoom Chat users can share links to messages and channels with their external contacts.
  • Zoom Chat users can use this tool to learn chat etiquette.

Storage settings

  • Cloud storage
  • Delete local data
  • Restore the revisions of edited and deleted messages
  • Third party archiving3w

Frequently Asked Questions

 

As an administrator, you have the ability to edit the IM groups as well as the IM settings on the Zoom web portal. IM management can be accessed by clicking [ IM Management ]. The way to open the IM Settings tab is to click on [ IM settings, and to enable the setting click on [ IM group.
 
Perform the following operations on the Zoom website ( https://zoom.us/profile ), which you can access through the Zoom menu. The “Account Management” menu item is turned off, followed by “IM Management”> “IM Settings”> “Allow Users to Chat with Other Users”. It is necessary to restart the application after you have made the required changes to the settings.
 
In the meeting controls, you can click on Chat while you are in a meeting. The drop-down menu in the To: field will allow you to select Everyone in the meeting. The chat window is where you can type your message. The message will be sent as soon as you press the Enter key.

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