How to configure virtual backgrounds for your organization

Configuring virtual backgrounds for your organization in Zoom Meetings involves enabling the feature in the Zoom web portal and then managing which backgrounds are available to users. As an administrator, you can allow users to select their own backgrounds, or you can upload approved backgrounds for a more consistent and professional look. This guide will walk you through enabling and managing virtual backgrounds.

Prerequisites

• Zoom account with admin privileges.
• Zoom desktop client or web portal access.
• Understanding of your organization’s branding guidelines (if providing pre-approved backgrounds).
• Appropriate image files for virtual backgrounds (if providing pre-approved backgrounds). Recommended image size is 1920x1080 pixels.

Enabling Virtual Backgrounds for Your Organization

1. Sign in to the Zoom web portal: Go to zoom.us and sign in with your administrator account.
2. Navigate to Account Management: In the left-hand navigation menu, click “Account Management” and then “Account Settings”.
3. Find the Virtual Background setting: In the Account Settings, use the search bar to search for “Virtual Background”. Alternatively, click the “Meeting” tab and scroll down to the “In Meeting (Advanced)” section.
4. Enable Virtual Backgrounds: Toggle the “Virtual background” setting to the “On” position.
5. Lock the Setting (Optional): If you want to enforce the virtual background settings for all users in your account and prevent them from changing it, click the lock icon next to the “Virtual background” setting. Confirm your decision to lock the setting.

Managing Approved Virtual Backgrounds

1. Access the Virtual Background settings: Follow steps 1-3 from the “Enabling Virtual Backgrounds” section.
2. Allow Uploading: Ensure the toggle to “Allow use of videos for virtual backgrounds” is enabled, and the toggle to “Allow users to upload their own backgrounds” is set to your preference. If you wish to only provide approved backgrounds, disable the latter.
3. Upload Approved Backgrounds: Click the ”+ Add Background” button.
4. Choose Image or Video: Select the image or video file you want to upload as an approved virtual background. You can upload multiple images or videos.
5. Verify Upload: The uploaded backgrounds will now appear in the list of available backgrounds. Users in your organization will be able to choose from these backgrounds when the setting is active.

Allowing Individual Users to Upload Their Own Backgrounds (Optional)

1. Access the Virtual Background settings: Follow steps 1-3 from the “Enabling Virtual Backgrounds” section.
2. Enable User Uploads: Ensure that the toggle for “Allow users to upload their own backgrounds” is enabled. If it is disabled, users will only be able to select from the backgrounds you have uploaded.
3. Considerations: Be aware that enabling user uploads gives users greater control over their backgrounds. To ensure professional standards are maintained, it is recommended to inform users of what backgrounds are approved.

Disabling Virtual Backgrounds for Specific Groups or Users

While virtual backgrounds can be fun and useful, you might want to disable them for specific groups or users within your organization.

1. Navigate to Group Management or User Management: In the left-hand navigation menu, click “User Management” and then either “Groups” or “Users”.
2. Select the Group or User: If you’re disabling for a group, select the group. If you’re disabling for a user, select the user.
3. Access Group/User Settings: After selecting the group or user, click the “Settings” tab.
4. Override Account Settings: If the toggle is currently on ‘Inherit from account’, turn this toggle off. This will give you the ability to customize the setting for the group/user.
5. Disable Virtual Backgrounds: In the group/user settings, find the “Virtual background” setting (using the search bar or scrolling down to “In Meeting (Advanced)” section). Toggle the setting to the “Off” position.
6. Save Changes: The changes will be saved automatically. If not, select ‘Save’ or ‘Apply’.

Common Issues

• Virtual background option is missing: Make sure the “Virtual background” feature is enabled at the account or group level. Also, verify that the user’s system meets the minimum requirements (processor, operating system).
• Background appears choppy or distorted: This can be due to insufficient processing power. Advise users to close unnecessary applications to free up resources. Using a green screen can also improve the quality.
• Users cannot upload their own backgrounds: Verify that the “Allow users to upload their own backgrounds” setting is enabled in the account or group settings.
• Inappropriate backgrounds being used: If you’ve allowed user uploads, establish clear guidelines for acceptable virtual backgrounds. Consider using a reporting mechanism for inappropriate backgrounds.
• Virtual backgrounds are not working with Linux: Ensure that the user has the necessary software and drivers. Virtual Backgrounds on Linux might require specific configurations.