View source for Access and Use Google Meet

{{AboxNew
| name = Access and Use Google Meet
| learning = x
| instruction = x
| community = x
| summ = Google Meet is video conferencing software used at the Hill and River campuses
| maintained = MV
| year = 2024-2025
}}
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Here are some pointers to get started using Google Meet! Google Meet is Riverdale's primary video conferencing platform, and can be used for school meetings, remote instruction, and more. Click on the links below or on the side of the article to get started.

* [[Access and Use Google Meet#Create%20Meeting|Create Meeting]]
* [[Access and Use Google Meet#Start%20Meeting|Start Meeting]]
* [[Access and Use Google Meet#Configure%20Host%20Controls|Configure Host Controls]]
* [[Access and Use Google Meet#Collaborate%20In%20Meetings|Collaborate In Meetings]]
* [[Access and Use Google Meet#Set%20Up%20Participant%20Engagement|Set Up Participant Engagement]]
* [[Access and Use Google Meet#Schedule%20Meeting%20for%20Someone|Schedule Meeting for Someone]]

== Quick Tutorials ==

* [https://www.iorad.com/player/2401955/Google-Calendar---Create-Google-Meet-calendar-meeting Google Meet - Create Google Calendar Meeting]
* [https://www.iorad.com/player/2401973/Google-Meet---Change-in-meeting-settings Google Meet - Change Meeting Settings]

== Create Meeting ==
Creating a Google Meet meeting can be done in several ways. Google Meet integrates fully with Riverdale Google accounts, and because of that there are a couple of ways you can get started. [https://support.google.com/a/users/answer/9367363?sjid=1167441081412922120-NA#expand-all&zippy=%2Cstart-a-video-meeting%2Cadd-a-google-meet-video-meeting-to-your-google-calendar-event%2Cadd-a-zoom-video-meeting-to-your-google-calendar-event%2Cjoin-a-video-meeting-from-your-computer%2Cjoin-a-video-meeting-while-on-the-go%2Cadd-guests-to-a-video-meeting%2Csend-chat-messages-during-a-meeting%2Cpresent-your-screen%2Crecord-a-video-meeting%2Cturn-on-meeting-notifications%2Caudience-qa%2Claunch-a-poll%2Cuse-a-whiteboard%2Craise-your-hand%2Cadd-breakout-rooms%2Cchange-your-background Comprehensive support articles from Google can be found here] on Google's support pages.

=== Create Instant Meeting ===
Creating an instant meeting will bring you directly to the video call. From there, you can invite guests directly, but it won't show up on your Calendar. These instant meetings are typically good for quick, non-recurring video calls.

# In your browser, go to [https://meet.google.com Google Meet]
# Click '''''New meeting'''''
# Click '''''Start an instant meeting'''''

=== Create Meeting in Google Calendar ===
If you create a Google Meet video conference in Google Calendar, all calendar invitees will automatically receive the correct link to join. This method is recommended if you know a video call will be necessary in advance of the event/meeting.

# In your browser, go to [https://calendar.google.com Google Calendar]
# Click on '''''Create''''' on the top left of the window
# Click on '''''Event'''''
# Add the relevant '''''Event Details''''' (title, description, location, time, date, etc.)
# Add a '''''Google Meet link''''' to your calendar appointment
#* If you've typically used '''''Zoom''''' in the past, click '''''Add video conferencing''''', then click '''''Google Meet'''''
# Invite our people to your meeting as you usually would for a calendar invite
# Click '''''Save'''''

Pro-tip: ''if you want to automatically create Google Meet links for ALL your meetings, check out [https://support.google.com/calendar/answer/9896448?hl=en this support article from Google] that shows you how to configure that on your account.''

== Start Meeting ==
There are a couple ways to start meetings using Google Meet. Two ways are outlined below. Generally, we recommend creating calendar invites with integrated Google Meet links so that all meeting invitees know where to start and join the meeting.
* If you create an '''''Instant Meeting''''', then your meeting will automatically start in your web browser
* If you created a '''''Google Calendar Event''''', there are two ways to quickly start the meeting:
*# Go to the calendar appointment, then click on '''''Join now''''' next to the meeting link
*# Go to https://meet.google.com, then click on the corresponding link for your meeting on the right-hand side of the window

== Configure Host Controls ==
You can configure host controls for a scheduled meeting or during a meeting that is already in progress. Here are [https://support.google.com/meet/answer/10885841?hl=en&co=GENIE.Platform%3DDesktop&oco=1#:~:text=receive%20meeting%20artifacts.-,Computer,-Android comprehensive instructions and explanations from Google] to refer to as a resource.

=== Add Co-host ===
For a scheduled meeting in Google Calendar:

# Click on the event
# Click on the '''''Edit icon'''''
# Click on the '''''Settings icon''''' next to the Google Meet link information
# Make sure '''''Host Management''''' is enabled (this should be enabled by default)
# Click on '''''Guests'''''
# Add '''''Co-hosts''''' as necessary

For an in-progress meeting in Google Meet:

# Click on the '''''People icon'''''
# Click on the '''''three dots''''' next to the person you want to make co-host
# Click on '''''Make co-host'''''

=== Adjust Screen Sharing and Chat Permissions ===
By default, everyone can share their screens during a Google Meet session. If you want to change this follow the instructions below.

For a scheduled meeting in Google Calendar:

# Click on the event
# Click on the '''''Edit icon'''''
# Click on the '''''Settings icon''''' next to the Google Meet link information
# Make sure '''''Host Management''''' is enabled and toggled on
# Change the settings you need to!

For an in-progress meeting in Google Meet:

# Click on the '''''Lock icon''''' on the bottom right
# Change the settings you need to!

=== Enable Waiting Room ===
If you want to enable a waiting room, there are two settings you want to check.

For meetings in Google Calendar already:

# Click on the '''''Settings icon''''' next to the Google Meet link. If you don't see the icon, then click '''''Edit''''' on the appointment first
# Click '''''Host Control'''''
# Toggle '''''Host must join before anyone else'''''. 

For instant meetings:

# Click on the '''''Lock icon''''' in the bottom right
# Click '''''Host Control'''''
# Toggle '''''Host must join before anyone else.'''''

== Record Meetings ==
Recording a meeting will save the video and chat records of the recorded meeting segment. Recording will not happen by default, so make sure to record a meeting at the beginning if you know you need to do it. If you are the '''''Meeting Host''''' then you are able to record the meeting. The recorded video and chat files will be saved in your Riverdale Google Drive account in the '''''Meet Recording''''' folder.

# From a video meeting, at the bottom, click '''''Activities''''' (the button with a triangle, square, and circle)
# Click '''''Recording'''''
# Click '''''Start recording'''''

For more information about playing back the chat as subtitles, refer to [https://support.google.com/meet/answer/9308681?sjid=1167441081412922120-NA&visit_id=638313392861542117-3912648974&rd=1 this article from Google]. Rest assured, the video and chat is saved. The chat history can be played back by using VLC Media Player. Reach out to the Tech Team if you have questions about this.

== Collaborate In Meetings ==

=== Invite Meeting Guests ===
Once a meeting has started, you can always invite more people! You can either share the meeting link directly with participants or send an automatic email to participants with the meeting details. The steps to add participants are listed below.

* From a video meeting, at the bottom, click '''''People'''''
* Click '''''Add people'''''.
* To invite people to join the meeting
*# Click '''''Invite'''''
*# Enter the '''''name''''' or '''''email''''' of the guests
*# Click '''''Send email'''''.
* Guests get an email with the meeting link to join the meeting.

=== Send Chat Messages ===
During a meeting, you can send messages in the built-in Google Meet chat. If you're coming from a platform like Zoom, this should feel very familiar!

# Open '''''Meet'''''
# From a video meeting, at the bottom, click '''''Chat'''''
# Enter a message and click '''''Send'''''

'''''Note:''''' ''chat history is only saved if you record the meeting. You can play back chat messages using a platform like VLC Media Player. For more information about playing back the chat as subtitles, refer to [https://support.google.com/meet/answer/9308681?sjid=1167441081412922120-NA&visit_id=638313392861542117-3912648974&rd=1 this article from Google].''

=== Share Your Screen ===

==== Laptop ====
When you are in a meeting, you can share your window or your entire screen. To access these settings, follow these steps:

# On the bottom, click '''''Present now''''' and choose what to share
#* Your entire screen
#* A window
#* A tab
# Click '''''Share'''''
# When you’re done presenting, click '''''Stop presenting'''''.

==== Tablet or Mobile Device ====

# Install Google Meet for [https://apps.apple.com/us/app/google-meet/id1096918571 iOS] or [https://play.google.com/store/apps/details?id=com.google.android.apps.tachyon&hl=en_US&gl=US Android]
# Join the in-progress meeting
# Follow these instructions [https://support.google.com/meet/answer/9308856?hl=en&co=GENIE.Platform%3DiOS#:~:text=iPhone%20%26-,iPad,-Android iOS] and these instructions for [https://support.google.com/meet/answer/9308856?hl=en&co=GENIE.Platform%3DAndroid&oco=2#:~:text=Android,Computer Android]

As the meeting host, you can also change settings for meeting guests. For instance, you may want to limit who can share their screens. If you are interested in this, refer to [https://support.google.com/a/users/answer/11989526?hl=en#zippy=%2Clearn-how this article from Google support] or find a member of the Tech Team to show you.

== Set Up Participant Engagement ==

=== Enable Audience Q/A ===

# From a video meeting, at the bottom, click '''''Activities''''' 
# Click '''''Q&A'''''
# Next to '''''Allow questions''''', click '''''Turn on'''''

=== Create Audience Polls ===

# In a meeting, at the bottom right, click '''''Activities'''''   
# Click '''''Polls'''''
# Click '''''Start a poll'''''
# Enter a '''''question''''' and '''''add options''''' for the poll
#* Tip: ''You can let users '''respond anonymously to Polls'''''<nowiki/>'''.''' ''Before you save or launch your poll, turn on '''Responses appear without names'''''
# Choose one:
#* To post your poll immediately, click '''''Launch'''''
#* To save your poll for later, click '''''Save'''''.

=== Create Whiteboards ===

# At the bottom right, click '''''Activities'''''
# Click '''''Whiteboarding''''' 
# Select an option:
#* To create a new whiteboard, click '''''Start a new whiteboard'''''.
#* To open an existing whiteboard from your drive, shared drives, or computer, click '''''Choose from Drive''''' and find the corresponding '''''Jamboard file'''''

=== Raise Your Hand ===

# Click the '''''Hand icon''''' in the main meeting window near the bottom of the screen
# Remember to "un-raise" your hand after you've been called on

=== Create Breakout Rooms ===

# From a video meeting, at the bottom, click '''''Activities''''' 
# Click '''''Breakout rooms'''''
# Click '''''Set up breakout rooms'''''
# Choose the number of breakout rooms. You can create up to 100
#* To move people into different rooms, '''''drag a participant's name to another room'''''.
# Click '''''Open rooms'''''

=== Change Your Background ===

# Depending on when you want to change your background, choose an option:
#* To change your background '''''before you join a meeting''''', on the bottom right of your meeting image, click '''''Change background'''''
#* To change your background '''''after''''' you join a meeting, at the bottom, click '''''More''''', then click '''''Change background'''''
# Choose a background option.

== Schedule Meeting for Someone ==
If you are someone on campus that schedules meetings on another person's behalf, you can do that as long as you are given access to someone's calendar to add/modify/delete events. 

'''''To give someone else access to your calendar to schedule events and meetings''''':

# Open '''''Google Calendar'''''
# Click on '''''Settings''''' on the top of the page
# Click on '''''Settings''''' again
# Scroll down on the left until you see your calendar name (ex. ''Matthijs van Mierlo'')
# Click on the '''''calendar to share'''''
# Scroll down to '''''Share with specific groups or people'''''
# Click '''''Add people and groups'''''
# Search for the person you want to add
# In the '''''Permissions dropdown''''', select '''''Make changes and manage sharing'''''

'''''To schedule on someone's behalf:'''''

# Open '''''Google Calendar'''''
# Select the '''''calendar''''' you want to schedule for on the left. Make sure '''''it is the only calendar selected'''''.
# Schedule an event, and add the appropriate details
# Add '''''video conferencing''''' and select '''''Google Meet'''''

Any appointment you schedule this way will ensure that the event organizer is the person you're scheduling for.

== Get Help with Google Meet ==
If you still have questions after reading this article, or there are things you want to learn more about that are not listed here, please check the following article from Google:

* [https://support.google.com/a/users/answer/9367363?sjid=1167441081412922120-NA#expand-all&zippy=%2Cstart-a-video-meeting%2Cadd-a-google-meet-video-meeting-to-your-google-calendar-event%2Cadd-a-zoom-video-meeting-to-your-google-calendar-event%2Cjoin-a-video-meeting-from-your-computer%2Cjoin-a-video-meeting-while-on-the-go%2Cadd-guests-to-a-video-meeting%2Csend-chat-messages-during-a-meeting%2Cpresent-your-screen%2Crecord-a-video-meeting%2Cturn-on-meeting-notifications%2Caudience-qa%2Claunch-a-poll%2Cuse-a-whiteboard%2Craise-your-hand%2Cadd-breakout-rooms%2Cchange-your-background Using Google Meet] 

Of course you can also always reach out to a member of the Tech Team to help. We're more than happy to be resource moving forward!