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Google Meet Guide

 

Getting Started

To access Meet through your desktop or laptop computer you will need a Chrome, external link or Firefox , external linkbrowser. The first time you start Meet on a device or browser, you will be asked to allow Meet to access your camera and microphone. For more information on computer requirements, visit the Meet help page, external link. From your web browser or mobile app, you will be able to manage your device settings, external link within the Meet app.

You can access Meet through your Android, external link and iOS, external link devices. You can move from web and mobile access while in a meeting. You can manage your mic and video settings within the app.

 

Features

A streamlined interface has all the important features at your fingertips. The meeting details to join are on the left of the user interface and to share your screen, external link, there is a Present Screen button on the right of the user interface. In addition to the video and audio capabilities, there is a chat feature, external link. This can be used for participants that are in the meeting that do not have video or voice enabled.

Starting and joining a meeting all happens in your web browser or on your Android or Apple mobile devices., external link Meeting join instructions are sent out using email or chat outside of the Meet app. If you are on the go, you can switch between devices during the meeting. In addition, meeting details now include a dial in feature that can be utilized using a phone.

The dial in feature has a US number with a PIN for meeting participants. Dial out features are available only to Canadian and US numbers. The phone number used is based the creator’s country settings location in their account.

Only fulltime faculty and staff will have access to create video conference meetings with Canadian phone numbers.

Dial in guests have a 3 hour limit, they will be dropped from the video conference but can still re-enter the video conference after being dropped.

 

Meetings in Meet can accommodate 250 participants (dial in and out participants are counted towards this limit). Participants can be internal or external to Ryerson. External participants need to be approved before entering a meeting. Only the meeting creator can approve an external participant.

Both video and audio streams are encrypted, to learn more about how Meet encrypts your information, please visit the Google Meet help page, external link.

How to Use 

Creating a video conference in Meet can be done on different devices and applications. You can schedule a video conference in Calendar or Hangouts chat client. You can also start a video conference from a web browser or from your mobile devices. For instructions on how to create a video meeting, please see the Google Meet help page:

As the creator/organizer of the meeting, you will be the only one in the meeting able to mute and remove meeting participants. Meeting participants will not be able to remove or mute other participants in the meeting.

Meeting codes from Meet can be shared by email, chat or Calendar event. External users can use the meeting codes to to join a video conference without signing into a Ryerson Google account. External guests must be given access to enter a video conference, the meeting creator is the only user that will be able to accept or reject the request. Dial-in guests, external link will have a PIN that they must enter before entering the video conference. For instructions on inviting people to a video meeting, please see the Google Meet help page., external link

The meeting code can also be used for multiple events. To schedule Calendar events with the same meeting code, you can create the Calendar event and edit the invite and paste in the meeting code you will be using. Please see instructions below:

  1. In Google Calendar, open an event that has a conference call in the edit mode.
  2. Click View Details.
  3. Click Edit Edit.
  4. Paste or type an existing Google Meet URL and click Done.
  5. Click Save.

Note: You can only paste a Meet link (not a classic Hangouts link) from another calendar event.

Google Meet has features to dial in or dial out to use your phone's audio to join and participate in the meeting. Dialing in to the meeting provides you with a phone number and a PIN to enter. Full-time employees will be able to set up Canadian dial in numbers for their meetings. Dial out allows you to enter your phone number and have Google Meet call your phone to join the meeting.

Phone numbers provided are not toll free, we recommend if you do not see a local dial in number to only use the dial out feature if you need to join a video conference in Meet using your phone for audio.

Have Meet call your phone
  • If you are in the meeting, click More (three dots menu) and select "Use a phone for audio".
  • From meet.google.com, select the meeting and click "Join and use a phone for audio".

We recommend using the Call Me option to avoid long distance charges.

Call Me option in Google Hangouts Meet.

 

For more information on using a phone for audio in a video meeting, please see the Google Meet Help page., external link, opens in new window

 

  1. Open a Google Meet video conference.
  2. Click More (three dot menu) and choose "Record Meeting".
  3. Wait for the recording the start. A red "REC" icon will appear in the top left of the tab and a sound will play when the recording starts.
  4. Click More (three dot menu) and choose "Stop recording" when you are done recording.
    -If you forget to stop the recording, the recording will end when everyone leaves the meeting.
Considerations with Recording your Google Meet video conference:
  • Recordings will include any active speaker in the meeting and anything that is presented. Other windows or notifications are not included in the recording.
  • Anyone in the video meeting with a Ryerson Google account can start and end the recording.
  • Pinning a participant will not affect who is shown in the recording.
  • Captioning is not captured in the recording.
  • Chat log is captured in the video recording. It is saved as a separate .txt file that can be found in the Meet Recordings folder in Google Drive.
  • The recording will take a few minutes to process so that it can be viewed in Google Drive. An email will be sent to the organizer once the video is done processing.
  • All Google Meet video recordings will be saved to the organizer's Google Drive under a folder called "Meet Recordings".
  • Meetings that were created in Google Calendar and the recording took place at the time of the meeting, will link to the video recorded once the meeting is complete. The organizer of the meeting will be the owner of the video recording, everyone else in the meeting will have "View only" access.

For more information on recording a video meeting, please see the Google Meet Help page., external link, opens in new window

Faculty and staff can enable live streaming on their video conference meetings in Google Calendar and invite their view-only participants.

Live streaming through Hangouts Meet allows you to add up to 100,000 view-only people to your video conference. Only people with Ryerson accounts will be able to view the live stream.

Creating a live stream event
  1. Open Google Calendar.
  2. Create an event and add your event details.
  3. Add conferencing to the event by clicking Add conferencing>Hangouts Meet.
  4. Click on the down arrow and click on "Add live Stream"
  5. Click Save.

Creating a live stream event in Google Calendar. Links for co-presenters and viewers are shown.

 

Create a view-only event to share with participants
  1. Open Google Calendar and click the live stream event you created.
  2. Click the More menu (three dots) and then click "Create view-only event".
  3. Add view-only participants in the Guest section. Add other event details as needed.
  4. Click Save.

Creating a view-only event in Google Calendar for a live stream event.

 
Considerations when live streaming using Google Meet
  • Only faculty and staff can create a live stream event.
  • Only Ryerson Google accounts can view a live stream event.
  • Live stream events are not automatically recorded. The organizer of the event or co-presenter in the Google Meet video conference will need to start the recording.
  • There is no registration process to view the live stream event.
  • There is no chat features in a live stream event.

For more help on live streaming a video meeting, please see the Google Meet Help page., external link, opens in new window

Notes for Organizers

  • When using Meet, participants can turn off their camera to show their profile photo instead. This can improve video meeting quality if internet speed is slow. If audio quality is poor, use a phone for audio, external link instead.
  • Consider using Google Slides in combination with Meet if you need to hold a Q&A, see instructions on how to make interactive lectures., opens in new window
  • Google Meet automatically changes the layout in a video meeting to display the most active content and participants. To ensure you appear on the main screen, during a video conference in Meet, in the lower-right corner of the Meet screen, click More More and then Change layout. Click a participant's image or your image to pin them/you to the screen. 

Layout options for video meetings

  • Auto—Allows Meet to choose the layout for you.
  • Tiled—Shows up to 4 video feeds in equal size when there is no presentation. If there’s a presentation, it fills the window with up to 3 participants on the side.
  • Spotlight—The presentation, active speaker, or pinned feed fills the window. 
  • Sidebar—You see the active speaker or presentation with additional participants on the side.

Notes for Participants

  • Try opening the meeting link early, to adjust your camera and mic settings in the “lobby area” before the meeting
  • Participants are encouraged to start the meeting with their microphones and cameras off - only when you need to engage, turn your camera and microphone on