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USER GUIDE

GOOGLE MEET

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V. 20200501

MAY 2020

Content

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Navigate directly to:

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• What is Google Meet?
• Open Google Meet
• Overview of Google Meet
• Start or join a meeting
• Attend a Meet-session: Google Calendar
• Start a Meet-session
• Attend a Meet-session
• Functionalities in Google Meet
• Present your screen
• More options
• Temporary additional functionalities
• Record a meeting and save in Google Drive
• Livestream with a maximum of 100,000 viewers

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What is Google Meet?

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• Free tool for online conferences
• Video calling (with multiple people)
• Attendance by clicking one and the same link
• Fully integrated with Google Calendar
• Available for iOS and Android
• Hangouts Meet-hardware available
• All video- and audio streaming are encrypted in Meet

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Open Google Meet

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1. Go to www.google.com
2. Click the nine blocks at the top right corner
3. Scroll down and choose ‘Meet’ (or go directly to meet.google.com)

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Overview of Google Meet

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The background of Google Meet is different every time. You can always find the current date and time at the top left. In this overview you can start a new meeting or join an existing meeting. Once you have an appointment in Google Calendar with multiple participants, it will be automatically visible here.

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Start or join a meeting (1)

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1. Click ‘+ Join or start a meeting’
2. Enter the meeting code, a nickname or leave it blank to start your own meeting
3. Click ‘Continue’ and then click ‘Join Now’ to start the meeting

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Start or join a meeting (2)

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The meeting is now open. You’ll see a notification which gives you various ways to add others to the meeting:

1. Hand the name of the meeting to a colleague in your G Suite domain. This name must be entered at the meeting code / nickname section (see previous slide)
2. Copy the Meet-link and share the link
3. Copy the dial-in number and corresponding pin code
4. Click ‘Copy joining info’ to copy the information at once and share the information
5. Click ‘Add people’ to add people by email addresses or phone numbers

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Attend a Meet-session: Google Calendar

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While creating an appointment in Google Calendar with one or more participants, a Meet-link is automatically added to the appointment. There are two ways to attend your meeting:

1. Go to ‘Google Meet’, the appointment is shown in the overview
2. Go to Google Calendar, open the appointment with multiple participants and then choose ‘Join with Google Meet’

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Start a Meet-session (1)

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The first time you use Google Meet, you have to give permission to use the microphone and camera of your device.

1. Click ‘Allow’

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Start a Meet-session (2)

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You can turn off the camera and microphone before and during the meeting.

1. Click the microphone to turn it on or off before starting the meeting
2. Click the camera to turn it on or off before starting the meeting
3. Click ‘Join now’ when you are ready to start the meeting

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Attend a Meet-session (1)

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Before joining a meeting you can see who is already in the meeting.

1. Click ‘Join now’ to join the meeting

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Attend a Meet-session (2)

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Everyone participating this meeting is now visible. As soon as they have the camera switched off, you will see their initial. Once the camera is turned on, you can see the person. Participants can decide for themselves if they want the camera and microphone switched on or off.

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Functionalities in Google Meet (1)

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1. Switch the microphone on or off
2. Leave conversation
3. Turn camera on or off
4. Click ‘Meeting details’ (or the name of the appointment) to copy the Meet-link and send it to new participants or open any (shared) attachments

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Functionalities in Hangouts Meet (2)

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• Click the two figures at the top right to see all participants
• Click the ‘arrow’ next to a participant to:
1. Pin the screen, this participant will be visible on your screen
2. Turn off the microphone of this participant (this can only be canceled by the participant himself)
3. Remove the participant from the conversation

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Functionalities in Google Meet (3)

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• Click the chat icon at the top right to open the chat
• The chat appears on the right side, you can type a message at the bottom

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Functionalities in Google Meet (4)

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• Click the pin at the top right to “pin yourself”. You will see yourself on the screen (if you have turned on the camera) instead of the other participants

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Present your screen - Entire screen (1)

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• Click ‘Present now’ at the bottom right
• Click ‘Your entire screen’ if you want to present your full screen to all participants

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Present your screen - Entire screen (2)

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• If you work with two screens you can choose which of the two you want to present to your participants. Choose one of the screens and click on ‘Share’

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If you choose ‘Entire screen’ you are able to show everything on your device, including your desktop and local files (when working on a desktop).

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Present your screen - A window (1)

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• Click ‘Present now’ at the bottom right
• Click ‘A window’ if you want to present just one of your open tabs in the browser to all participants

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Present your screen - A window (2)

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• You will see all the windows that are currently open
• Choose the window you want to present to your participants and click ‘Share’

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Present your screen - ‘Stop presenting’

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1. While presenting your screen you can show participants (depending on your choice), for example local filespr a Google Presentation. Participants can still see you once the camera is turned on
2. Click ‘Stop Presenting’ to end sharing your screen or window

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Present your screen - View a presentation

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When of the participants is presenting their screen, the presentation is displayed on the left. The person presenting is also still visible on the right if the camera of the presenter is turned on.

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Multiple presentations at the same time

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Several participants can present their screen or window during a meeting. As soon as you want to see another participant's presentation on the screen, hover the mouse over the presentation and click on the ‘pin to screen’ button. You can undo this in the same way.

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More options (1)

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Click the three vertical dots at the bottom right and choose:

1. ‘Change layout’: change the view of the screen
2. ‘Full screen’: the shelf, internet bar and tabs are being hided
3. ‘Turn on captions’: (only available in English)
4. ‘Settings’: change audio and video settings

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More options (2)

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Click the three vertical dots at the bottom right and choose:

• ‘Use a phone for audio’: if you want to join the meeting but you don’t have internet access, you can “dial in”
• ‘Report a problem’: describe your problem or share an idea
• ‘Help’: you will be redirected to the Google support page

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Temporary additional functionalities

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Due to the spread of the Corona virus (COVID-19), more and more schools are temporarily closing. To assist schools, Google now ensures that all G Suite users have access to features that were normally only available to Enterprise and Enterprise for Education users. These features are available for free until July 1, 2020:

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• Meet with a maximum of 250 participants per meeting (instead of 100)
• Live streaming a class within your domain up to 100,000 participants
• Record a meeting or class and save it to Google Drive

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Record a meeting and save in Google Drive

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• If you are a meeting organizer or are part of the organizer's domain, you can record video meetings for other people to view later.
• Recordings capture the main window and film roll with participants, including the active speaker and presented documents. Other windows or notifications are not included. Pinning a participant does not affect who is shown in the recording.
• Recordings are stored in the meeting organizer's Google Drive and in the calendar appointment. The meeting organizer will also receive an email with a link to the recording.
• People from outside your organization, users of the mobile apps and people who dial in with a phone will be notified when recording starts or stops, but cannot start or stop recording themselves.
• If a participant turns on live subtitles during recording, the subtitles will not be recorded and will not be displayed when you play the recorded video. *

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*Google Support march 2020

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Record a Meet (1)

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1. Start or join a Meet
2. Click the three vertical dots at the bottom right
3. Choose ‘Record meeting’
4. You will receive a notification that you must have permission from the participants, if this is the case, click ‘Accept’

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Record a Meet (2)

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1. During recording, the notification ‘RECORDING’ is continuously displayed at the top left

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Stop recording

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• Click the three vertical dots at the bottom right
• Choose ‘Stop recording’
• You will receive a notification that the recording is being saved in Google Drive. The participants will have access to the video after clicking ‘Stop recording’

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View the recording (as an organizer)

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1. Go to ‘My Drive’
2. Open the folder ‘Meet Recordings’. Here you will find all recorded meetings within Google Meet if you were an organizer
3. From here you can share the video with whomever you want

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View the recording (as a participant)

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• Go to Google Calendar
• Open the appointment from which the Google Meet was held
• You can find the recording here (this takes at least ten minutes after the recording has ended)

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Live stream a meeting up to 100,000 viewers

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• Create a "view-only" live stream for up to 100,000 people
• Share the meeting information in one appointment
• Guests in a "view-only" appointment cannot participate in the meeting
• Active participants can also be invited (so these people can speak via the microphone, be visible through the camera or present something from their screen)
• Any meeting participant can start or stop the live stream
• It is still possible to record the meeting
• Only guests within the domain can view the livestream (the livestream can be recorded and subsequently shared outside the domain)

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Google Support March 2020

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Add a ‘live stream’ to a Calendar appointment

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1. Open Google Calendar and click ‘+ Create’ on the top left
2. Add a title and possible guests (these will become participants)
3. Click on the arrow next to ‘Join with Google Meet’ and choose ‘Add live stream’

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Share ‘live stream’

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• Stay in the Google Calendar appointment, a link has appeared here under ‘Live stream’
• Click the two blocks to the right of the link to copy the link
• Click ‘Save’ to save the calendar appointment
• You could share the link of the live stream via Gmail or Google Hangouts Chat

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Start ‘live stream’

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• Open the appointment in Google Calendar and choose ‘Join with Google Meet’
• The Meet starts automatically. At the top this message is shown: ‘The organiser schedules this meeting to be streamed’. This notification is visible to all participants (and any participant can start the live stream)
• Click ‘Start streaming’ and confirm by clicking ‘Start streaming’

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View a ‘live stream’

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1. If you’re not a participant in a live streaming meeting, you can only view the live stream if you have the link
2. Once you have received this link you can watch the livestream
3. Click ‘To begin watching live, click Play’ to view the live stream

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Stop a ‘live stream’

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• Click the three vertical dots at the bottom right and choose ‘Stop streaming’
• You will be notified that if you stop streaming, the meeting will no longer be viewable. Confirm by clicking ‘Stop streaming’

Note: If you want to record the live stream so that the meeting can be viewed afterwards, click on ‘Record meeting’ (and follow these steps)

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