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Host a live meeting with Google Meet

Features

  • Room capacity: 250 people per room OR live stream your meeting to up to 100,000 people. 
  • Delivery method: Any web browser.
  • Record to Google Drive: Yes.
  • Closed captioning: Participants can toggle automatically-generated captions.

Live meeting or live stream?

  • Host a live meeting for virtual office hours, and smaller lectures. Everyone in the meeting room will be able to use their microphone and webcam.
  • Use a live stream for larger lectures. Only you will have the ability to present. 

Getting started

  • Make sure you have access to a quality webcam and microphone (or a headset).
  • We recommend using Google Chrome (web browser).
  • You will use Google Calendar to schedule a meeting or live stream.
Screenshot of the Google App grid. Navigate to the Google Apps button within the main navigation.

 Important considerations 

  • Students can share the meeting link with anyone, and anyone with the link will be able to join the meeting. 
    • Students can also share the meeting link with non-Ryerson users; when such a user is asking to join, any meeting participant will be notified and can allow or reject the user to enter the meeting.
  • In general, Meet is better suited for meetings, office hours, one-on-one sessions, rather than lectures.
  1. Within your Calendar, click on the "Create" button.

  2. Click on "Add title" and enter the title of your course.

  3. Enter the date and time (when your class is scheduled to meet).

    • You can also make this event recurring by clicking on the "Does not repeat" button.
  4. Click on "Add conferencing", and select "Hangouts Meet".

  5. Click on the  "View conference details" button (down chevron arrow).

    Copy the uniquely generated Meeting ID only. You can either paste this meeting information in an email or on your D2L Brightspace course shell.

     Do not offer the dial-in option to students. Dial-in numbers in Google Meet are U.S. phone numbers. Long distance charges will apply.

  6. Click on the "Save" button and it will appear on your calendar.

Remind your students

  • Remind students of online meeting etiquette.
  • Remind students to turn off their microphone and webcam before joining. They should enable them only if asked to do so. Students can use the Chat feature to ask questions which will be visible to all participants.
  • Remind them that automatic closed captioning is available by clicking on “Turn on captions”.

To create a live stream, follow the intial steps above on how to "Host a live meeting with Google Meet (synchronous)". Once a calendar event is created, we will convert the Hangouts Meet into a live stream.

  1. Click on the  "View conference details" button (down chevron arrow).

  2. Click on "Add live stream". 

    You can now click on the "Copy live stream link" button and share it with your students by email or D2L Brightspace.

    Co-presenter

    Please note that any guests added to the original invitation will be a co-presenter and have the ability to speak and present. To create a view-only invitation for students, please see directions below.

     Do not offer the dial-in option to students. Dial-in numbers in Google Meet are U.S. phone numbers. Long distance charges will apply.

  3. Click on the "Save" button and it will take you back to your calendar.

Create a view-only event to share with participants

  1. Find the newly created event in your calendar, and click on "Options".

  2. Click on "Create view only event".

  3. The view-only copy of your event will automatically append [Live stream] to your event title to help you differentiate it from your original event.

    Click on the "Copy live stream link" button and share it with your students by email or D2L Brightspace.

    Click on "Save" to finalize the view-only copy.

Important note about dial-in option 

Do not offer the dial-in option to students. Dial-in numbers in Google Meet are U.S. phone numbers. Long distance charges will apply.

If a student is experiencing internet connectivity issues, encourage them to use the "Call me" feature. Please share the Continuity of Learning guide with your students which highlights how to join a meeting.

If the student doesn’t have any Internet, an instructor or another student can add them into the Hangouts Meet, external link using the “add people” feature and call their phone from the video meeting. This does require the student to share their personal phone number with either you or another student.

Google Meet interface overview

Screenshot of the Google Meet interface highlighting key features, such as meeting details, mute camera and microphone, chat, and more.

How to record a meeting or lecture

In the event that people cannot attend your live lecture, consider recording the meeting which you can then share afterwards.

You must notify students if the online meeting will be recorded. Before recording, please instruct students to turn off their microphone and webcam if they do not wish to be seen or heard.

  1. Click on "  " (More) - located in the bottom right corner.
  2. Click on "Record Meeting"
  3. Wait for the recording to start.
  4. To stop recording, click on "  " (More) again, and then click "Stop recording".

The recording file will be generated and saved to your Meet Recordings folder.

 

When you record a video meeting:

  • 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 cannot 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.

Source: Google Meet Help, external link

The recording file will be generated and saved to your Meet Recordings folder. You will also receive an email notification containing a link to the recording. To share a recording:

  1. Rename the file so it's easy to find.
  2. Select the file, and then click on "Share". 
    1. Add names of people you would like to share the recording with.
    2. Or click on "Change link to Ryerson University" to generate a link that you can share with students via email or D2L Brightspace.

Related

How to share audio and video using Google Drive.

 

Screenshot of Meet Recordings folder with utility menu opened on an individual recording.

Google support websites