Google Meet

Google Meet is an online videoconferencing tool. The solution enables users to make video calls with up to 250 users per high-definition video meeting that can be recorded.

The application (computer or mobile device) allows users to join pre-scheduled meetings from calendar events, choose a link, enter meeting code and even dial in from their phones if the invitation includes a phone number.

Google Meet integrates with G Suite versions of Google Calendar and Gmail and shows the complete list of participants and scheduled meetings.

Stay up to date on the latest developments from Google regarding Google Meet: https://gsuiteupdates.googleblog.com/search/label/Google%20Meet

How to access

Computer: Browse to https://meet.google.com in any browser
iOS Devices via App Store

Using

Equipment needed

Laptop with webcam and built-in microphone
Headphones with microphone built-in, optional
Internet connection of at least 4Mbps

Google Meet Hardware Requirements from Google support

Start the Meet

Click Join or Start a meeting
Enter a name for the Google Meet
You may be prompted to give access to your camera and microphone
You will see a video of yourself as a preview, click Join Now

Schedule a Google Meet

Open Google Calendar using your Gustavus credentials
Create an event by clicking Create in the upper left hand side of the screen, or by clicking on the day and time you want the event
Click on Add Rooms, Location, or Conferencing and then click on Conferencing
Add the rest of the details of the meeting, and add the guests
Click Save
If you have guests and want to send them a notification of the event, click send at the prompt
If you set up a recurring event, the Google Meet link will stay the same for the entire duration of the recurring event. If you need to change the Google Meet link at any time, follow these steps:
1. Open the Event
2. Delete the Google Meet conferencing.
3. Save the event for all instances.
4. Edit Event again and enable Google Meet.
5. Save the event for all instances.

Invite others

Invite others by clicking Add people and typing in users email addresses, or email the link for others (such as a class alias) to call into the conference

Each meeting is limited to 250 participants.

Securely Share Google Meet Link

Only share Google Meet links with the intended participants. Examples of safe places to share links would be Moodle, class email list, and other secured websites. If you share them publicly, anybody can and will likely join.

Sharing your Screen

In Google Meet, you have the ability to share your screen with others. Please be sure to plan ahead and limit what is open on your computer to avoid sharing sensitive or confidential information.

To share your screen, please click Present Now in the lower right hand corner of the Google Meet window.
1. When using Google Chrome, you have the ability to share just the window or the entire screen. When using Apple's Safari, you only have the option to share your entire screen.
To stop sharing your screen, please click You are presenting and click Stop presenting.

Breakout Rooms

In google meet you have the option to put participants into breakout rooms.

Open the google meet
Click Activities in the upper right menu
Click Breakout Rooms
You will see all participants in the main call. This will include people you invited and/or those that just came to the meeting
Click Set up breakout rooms
Rooms: choose how many breakout rooms you want. Default is 2.
Timer: Allows you to set a time for the breakout rooms
Shuffle: This will automatically put participants in a room
Clear: Removes all participants from rooms and puts them in the main room
Cancel Changes: Closes the setup breakout rooms without saving
Open Rooms: Sends all participants to the rooms you assigned for the time you assigned
Once the breakout rooms are active, you can click Join to join any any of the breakout rooms; Click Close Rooms to send participants back to this main room.

Pre-assigned Breakout Rooms

You have the option to do pre-assigned breakout rooms that that can only be completed in google calendar.

Set up the pre-assigned breakout rooms

Either create a new calendar event and add the Google Meet conferencing or open an existing event with Google Meet conferencing already set up
Invite the attendees. Tip: This is a great place for faculty to add the email alias for their course
Click the gear to the right of the google meet link
Click the breakout rooms option
This will have two breakout rooms created and the participants that you have invited will appear in the rooms
Create rooms by clicking the number or rooms on top
Rename rooms by clicking on group and typing in new name
Click clear to clear all groups
Drag and drop participants to the group you want them to be in
Click Shuffle to have groups automatically assigned
Click Save
Close meeting by clicking the X in the upper left corner
You can go in and change these breakout rooms at any time.

Launch Breakout Rooms (Note: You must be the creator of this event (host) in order to do this)

Open your google meet
Click the activities button on the top right
Click Breakout rooms
All participants will appear in the main room. To see the set breakout rooms, click Set up breakout rooms
The pre-assigned rooms and participants will be defined
To move participants to another room, simply click and drag them to another room
When you are ready to open the rooms, click Open Rooms
The pre-assigned breakout rooms will stay in effect

Whiteboard feature

Google now has the option to use a virtual whiteboard while in a Google Meet utilizing their whiteboard app, Jamboard.

While in a meeting:

Click More options (three dots)
Click Whiteboard
Click Start new whiteboard

This feature will begin rollout starting September 22nd, 2020. For more information, please see: https://support.google.com/meet/answer/10071448

Recording

You have the ability to record the video conference by clicking the 3 vertical dots on the right hand side, and choosing Record Meeting.
When you are done recording, it will add it to your Google Drive in the auto-generated folder called Meet Recordings. Only the Meeting organizer will receive the recorded Meet video.
Recorded Meets will also include the chat transcript in the Meet Recordings folder as a separate file.

Options

You can turn on real-time closed captioning by clicking the Turn on Captions button.
You can have a text based chat by clicking the speech bubble in the upper right hand corner of the screen.
You can choose to mute your audio or webcam by clicking the microphone or camera button in the bottom middle the screen.

Keyboard Shortcuts

Command+D will enable the microphone and mute the microphone on a Macintosh computer.
Control+D will enable the microphone and mute the microphone on a Windows computer.
Command+E will enable/disable a camera on a Macintosh computer.
Control+E will enable/disable a camera on a Windows computer.
For more keyboard shortcuts, please use Command+/ or Control+/ on a Macintosh and Windows computer, respectively.

Video Tutorial

https://youtu.be/wCrtTQbm8hs

FAQ

What if I am going to miss a class and need someone else to host my google meet?

You can transfer ownership of the meeting to accomplish this. Open the google calendar event, click the 3 vertical dots, click Change ownership, type in the person's name and click save. That person has to accept the ownership of this meeting. Once that is complete, the new owner can create new pre-assigned breakout rooms but your pre-assigned breakout rooms you created before your transferred ownership will be there by default.

If I record my google meet, where does the recording go?

Google meet with automatically put the recording on your Gustavus Google Drive in a folder called Meet Recordings. Google meet with also email you the recording and it will linked in your calendar events that used google meet, making it available to all attendees.

If I record my google meet, will it record the breakout sessions?

No. It only records the main room. There is no current option to record breakout rooms in google meet.

Can I pre-setup polls in google meet?

No. You can go into the meet early but once you close the polls are gone.

How do I get the result of polls or Q/A?

Google meet with automatically send these to the host of the meeting after the meeting is closed.

Does Google Meets comply with FERPA?

Yes, please see https://support.google.com/a/answer/139019?hl=en

I have limited internet, how do I participate in a Google Meet?

All Google Meets have the ability for participants to call in and participate by phone. Please have the organizer share the phone number to call and the PIN to access the Meet.

Can I show a YouTube video when presenting my screen?

It is recommended to post a link to the YouTube video in the chat, and participants view it on their own.

How many people does Meet support in Grid mode?

Google Meet natively supports 49 users in Grid Mode.

Does Google Meet have an attendance feature?

Google Meet will now send a report of attendees' names, email addresses, and length of time a participant was on the call, including when they joined and exited, to the meeting organizer after the meeting. https://support.google.com/meet/answer/10090454

Troubleshooting

My microphone is not working.

Click the 3 vertical dots in the lower right hand corner, and click settings. Under the audio, choose the correct microphone and speakers. In this window, you will be able to test the microphone and audio. If this does not fix the issue, try restarting your browser or disconnecting and reconnecting your external microphone.