Google Meet Guide

Marketing and Communications

How to access Google Meet- Option 1

• OPTION 1
• Go to your web browser (Google Chrome)
• In your address bar, type meet.google.com

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How to access Google Meet- Option 1

• After searching for meet.google.com, you would be taken to the landing page for Google Meet.
• Here you can create a new meeting or join one via a Meeting code.

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How to access Google Meet- Option 2

• Go to gmail.com
• On the left hand navigation pane, to the bottom, you will see the options

‘new meeting’ to start a new meeting or ‘my meetings’ to view your existing meetings.

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How to access Google Meet- Option 2

• When you click on “New Meeting”, you have the option of copying your link to share with your participants and join.

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How to access Google Meet- Option 2

• Meetings scheduled will appear in the “My Meetings” page.

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How to access Google Meet- Option 3

• You can use your Google Meet Calendar to schedule or view meetings as well.
• To access your calendar, go to calendar.google.com

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How to access Google Meet- Option 3

• To create a new meeting, click on the “Create” button on the left and select “Event” from the drop down.

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How to use Google Meet

• Now that you have accessed Google Meet, whether by Invite or Schedule, you will see the “Ready to Join” screen.

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How to use Google Meet

• You can toggle with your Camera and Mic controls to your preference before entering the meeting. When satisfied, click “Join”

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Meeting Controls and Navigation

• You are now in the meeting after clicking “Join”. Here are your Meeting Controls

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Meeting Controls and Navigation

• You are now in the meeting after clicking “Join”. Here are your Meeting Controls:
• You can find all controls in the bottom bar of the meeting window. The bottom bar is always visible.
• The meeting code is on the bottom left corner.
• When the screen is maximized, a clock appears on the bottom left.
• Microphone, camera, captions, hand raise, presentation controls, more options and hang up button are in the middle.
• So you don’t accidentally hang up, the leave meeting button is on the far right, away from the camera and mic buttons.

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Meeting Controls and Navigation

• Visual Representation of Meeting Controls:

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Meeting Controls and Navigation

• On the bottom right, you can find meeting details like joining info, the people panel, the chat panel, and the activities panel for Breakout rooms, Polls, Q&A, and more.
• Important: Education users can find the Host controls button next to the activities panel.

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Meeting Controls and Navigation

• In the meeting, click on the Present icon which is present at the bottom among other meeting controls.

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Meeting Controls and Navigation

• Three options will present themselves upon clicking Present now, Your entire screen, A window, and A tab. Let’s take a look at each one of them. You can then select the one that best fits your requirements.

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Meeting Controls and Navigation

• Your entire screen: Clicking this option will open an additional tab with one screen option which is all of the content that is present on your screen. First, click on the screen and then go ahead and click on the Share button.

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Meeting Controls and Navigation

• A window: Clicking this option will open an additional tab with separate tab options depending on what is open on your system. Click the tab that you want to share and then click on the Share button.

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Meeting Controls and Navigation

• A Tab: Finally, upon clicking the ‘A tab’ option, all the tabs that are currently open in your browser will appear. You must first select the tab you want to share and then click on Share.

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Meeting Activities- Breakout Rooms

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Breakout rooms are smaller meetings that are created within a meeting. It allows a meeting host to move participants in a meeting to smaller rooms. The breakout rooms are still part of the meeting. They include some of the participants of the meeting and these participants are added/moved by the meeting host. You can create multiple breakout rooms, and each room can have its own name. If you want to use Google Meet breakout rooms, you must join the meeting from a computer. The feature is not yet available on the Google Meet mobile apps.

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Meeting Activities- Breakout Rooms�

• Click the Activities button at the bottom right.
• Select Breakout rooms from the list of activities.

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Step 1

Step 2

Meeting Activities- Breakout Rooms

• Select how many rooms you want to create (you can create up to 100 rooms).
• Give each room a name by clicking on Breakout Room 1, etc. and editing or you can leave as is.
• Type participants into the room you want to move them to or drag and drop them from one room to another.

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Meeting Activities- Breakout Rooms

• Select how many rooms you want to create (you can create up to 100 rooms).
• Give each room a name by clicking on Breakout Room 1, etc. and editing or you can leave as is.
• Type participants into the room you want to move them to or drag and drop them from one room to another.

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Meeting Activities- Breakout Rooms

• You can also set a timer for the breakout rooms. Click the ‘Timer’ button on the breakout room panel. A small dialog box will open. Click the checkbox next to ‘End Breakout rooms after a set amount of time’ to select it. Until you select this option, breakout rooms will have no timer and will only end when you end them manually.

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Meeting Activities- Breakout Rooms

• You can also set a timer for the breakout rooms. Click the ‘Timer’ button on the breakout room panel. A small dialog box will open. Click the checkbox next to ‘End Breakout rooms after a set amount of time’ to select it. Until you select this option, breakout rooms will have no timer and will only end when you end them manually.

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Meeting Activities- Breakout Rooms

• After specifying all the details for the breakout rooms, click the ‘Open Rooms’ or ‘Create’ button at the bottom of the panel to launch the rooms.

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Meeting Activities- Breakout Rooms

• Once you create breakout rooms, you can manage them from the panel on the right. Joining a breakout room whenever you need to and returning to the main call is a piece of cake.
• Click the ‘Join’ button next to the room on the breakout room panel to go to that room.

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Meeting Activities- Breakout Rooms

• Participants can also ask for your help in a session. When a participant asks for your help, you’ll receive a notification on your screen. You can ‘Join’ the room directly from the notification, or click ‘Later’. The breakout room panel will show all the pending help requests for all rooms.

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Meeting Activities- Breakout Rooms

• To end breakout rooms, you can either wait for the timer to run out (if you have one) or manually close it any time. Manually closing the rooms is also the only option when you don’t have a timer. Click the ‘Close rooms’ button to end the session.

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Meeting Activities- Breakout Rooms

• To end breakout rooms, you can either wait for the timer to run out (if you have one) or manually close it any time. Manually closing the rooms is also the only option when you don’t have a timer. Click the ‘Close rooms’ button to end the session.

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Meeting Activities- Polls

• You can quickly create questions featuring multiple choice answers during the meeting to help keep things engaging — and get attendees' responses on record. If you're ready to create a poll in Google Meet, access the Activities tab and select "Polls" from the list of options.

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Meeting Activities- Polls

• Choose "Start a poll."
• A form will appear allowing you to enter a question and two answer options. Fill it out.

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Meeting Activities- Polls

• Choose "Start a poll."
• A form will appear allowing you to enter a question and two answer options. Fill it out.
• Once you're done filling out the poll, click "Launch."

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Meeting Activities- Polls

• Once all responses are in, select "End the poll."

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Meeting Activities- Polls

• How to respond to a Google Meet poll as a participant?
• Once a poll is live in Google Meet, you'll see a green dot over the Activities icon notifying you that a poll has launched. Click on "Activities," select the Polls option, and then select your answer from the options listed.

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Meeting Activities- Q&A

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• Google Meet, too, has introduced a Q&A feature to their platform for Google Workspace account users. Now, people who were shy about asking questions on camera won’t have to suffer either anxiety (when they choose to speak up) or loss of work (when they stay quiet).

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• For education account users, meeting moderators, i.e., teachers, first have to enable Q&A for participants. Click the ‘Activities’ icon on the toolbar in the upper right corner of the screen. Click the Questions option. Then, turn on Q&A.

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• Moderators can use the Q&A panel to ask questions to other participants and moderate the panel for other participants. Whether it’s deleting inappropriate questions, marking questions as answered or hide questions, moderators can do it all.

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Meeting Activities- Q&A

• Click on Q&A

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Meeting Activities- Q&A

• In the Q&A panel, click the ‘Ask a Question’ button at the bottom of the panel.

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Meeting Activities- Q&A

• Type the question, and click the ‘Post’ button. Your questions have to be less than 300 characters.

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Meeting Activities- Q&A

• Participants will get a notification when you post a new question. All questions in the panel show the name of the person who posted them. They can answer it either verbally or through the meeting chat, but not the Q&A panel. You can only ask questions there and not answer them.

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Meeting Activities- Q&A

• There are also a few options available to the moderator to manage the questions for the entire meeting. The moderator can delete or hide any questions in the meeting or mark them as answered.

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Meeting Activities- Recording

• Recordings include the active speaker and anything that’s presented. Other windows or notifications are not included. Pinning a participant won’t affect who is shown in the recording.
• Recordings are saved to the organizer’s Meet Recordings folder in My Drive. An email with the recording link is also sent to the meeting organizer and the person who started the recording. The link is also added to the Calendar event.
• People outside of your organization, mobile app users, and people who dial in using a phone get notified when the recording starts or stops, but can't control the recording.
• If a participant turns on live captions during recording, the captions won't be recorded and don't appear when you play the recording.

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Meeting Activities- Recording

• In a video meeting, at the bottom, click ‘Activities’ and then ‘Recording’ and then ‘Start recording’ and then ‘Start’.

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Meeting Activities- Recording

• When you're finished recording your meeting, click the Activities icon, then Recording, then Stop recording. In the pop-up window, click Stop recording.
• Recorded meetings are saved in Google Drive. To share with others, Select the file in Google Drive, then click the Share icon at the top-right of the screen.
• Enter the names or email addresses of the people you want to share the Google Meet recording with, then click Send.

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Meeting Activities-Whiteboarding

• Tap on the “Activities” button from the bottom right-hand side of the screen. It’s the button with a tiny triangle, square, and circle on it. Click on “Whiteboarding”

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Meeting Activities-Whiteboarding

• Choose from the two options. You can either create a new whiteboard by clicking on “Start a new whiteboard” or load an existing one from your Drive by clicking on “Choose from Drive.”

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Meeting Activities-Whiteboarding

• The whiteboard will now appear on the main screen.
• As you launch the whiteboard, it’s important to understand basic access permissions:
• All calendar-invite participants, as well as those in the same organization as the whiteboard host, have edit access once the Jamboard gets shared.
• Participants who are not on the calendar invite but are part of the organization will have edit access when they’re invited to the meeting.
• Google Workspace for Education participants have view-only access by default. To change this, you need to grant them editing access. You also need to give access to participants who join the Google Meet after the Jamboard was shared.

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Meeting Activities-Whiteboarding

• Basic Jamboard Tools
• Once you’ve started the Meet and have your Jamboard on, you’ll see a toolbar at the left side of the screen that lets you interact with your whiteboard.
• You can write or draw on your jam by selecting the “Pen” option from the toolbar. You can also add different shapes by selecting “Assistive drawing tools” under “Circle.” If you want to add text, select Textbox” from the toolbar.
• Insert an image by selecting “Add image” from the toolbar. You can either add an image from the Image Search, Web Search, add Stickers, or take a photo from your camera.

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Meeting Activities-Whiteboarding

• Basic Jamboard Tools
• To close a Jam, just click the “x” on the window

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How to access attendance

• Inside a meeting

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• On Google Calendar

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How to access attendance

After the meeting, the organizer will receive an email with an attached Google Sheets attendance report with the following info:

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• Participant’s name
• If someone calls in from their mobile device, instead of their name, some of their phone number digits will be listed.
• If someone calls in from a Google Meet meeting room, instead of their name, the meeting room’s name will be listed.
• Participant’s email
• Length of time participant was on a call, including timestamps of when they first joined and when they left the call.
• If someone gets ejected from a call, that timestamp will be recorded as the time they left the call.
• If someone joins and leaves the call more than once, multiple timestamps won’t be listed, but their overall call duration will be included.

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