Using Google Hangouts: Meet for video conferencing and off-site teaching.

Getting Everyone Connected:

Starting ad-hoc meetings:

1. Go to meet.google.com
2. Select “start a new meeting”
3. A box will pop up, which reads “add others” and contains a URL and a dial-in option (pictured below)
   
4. Select “copy joining info” and email this information to those you want in the meeting
5. Once they have this information, they will be able to connect to your meeting

Setting up and starting planned meetings:

1. Navigate to your dashboard on home.apu.edu
2. In the “G Suite” box, select “Calendar”
3. When looking at your APU Google Calendar click on the red circle in the lower right-hand corner with a white plus sign inside
4. Fill out the relevant information, such as the name of the meeting, the meeting’s time, and a short description of the meeting.
5. Click “Add conferencing,” then select “Hangouts Meet” (pictured below beneath “Add location”)
   
6. In the “Add guests” box on the right, type the emails of whoever you want to join this meeting
7. Once you hit save, the guests will get a calendar invite to the meeting
8. At the time of the meeting, guests can join the meeting directly from their APU calendar

 

Connecting to a Meeting:

Through URL:

1. Copy and paste URL from host’s email with joining information into web browser
2. Select “Join Meeting”

Dial-in (audio only):

1. From a standard land line or cell phone, call the phone number from host’s email with joining information
2. Once prompted, type the PIN number into your phone

Through Calendar:

1. At or before time of meeting, navigate to your APU calendar
2. Select the meeting on the calendar
3. On the pop-up menu (pictured below) select “Join Hangouts Meet”

Connecting Camera and Microphone:

General:

1. A pop-up will likely appear asking if Meet has permission to use camera and microphone; select “Allow”
2. Once in the call, make sure the microphone and camera are not muted.
   1. Click on the logos on either side of the “end call” button
      1. If your microphone is muted, the background of the button with a microphone will be red. Others in the meeting will be unable to hear you if the background is red.
      2. If your camera is muted, the background of the button with a camera will be red. Others in the meeting will be unable to hear you if the background is red. (pictured below: settings as they should be)

Adjusting Settings:

If you are using an external camera and microphone, Meet may default to your computer’s camera and microphone. To change this:

1. Click the “More Options” (three dots) button in the lower right-hand corner of the screen in the meeting
2. Select “Settings”
3. Navigate to the “Devices” tab
4. Under each category (Camera, Microphone, and Speakers), make sure the correct camera, microphone, and speaker is selected
5. You can also adjust the video quality under the “Quality” tab
   1. Lowering the quality will reduce lag
   2. Increasing quality will produce a better picture

Chat Feature:

Talking into the microphone is not the only way to speak with other member of your meeting; you can also use the chat function to type messages! To do so:

1. Find the box in the upper right-hand corner. It has two tabs: one with people, and one with a textbox. Below these are a darkened preview of your own camera (pictured below)
   
2. Click on the tab with the textbox image; it will now expand to reveal the word “Chat”
3. Type your message at the bottom of the box, where it says “Send a message to everyone”
4. Once you have sent it, other members of your meeting will receive a notification along with your message

Adding and Removing People:

Adding people after the meeting begins:

Adding directly from the meeting:

1. Click on the “People” tab in the upper right hand corner above the self-view (indicated by the head-and-shoulders silhouette)
2. Select “Add people”
3. Enter the intended guests’ email address(es) into the box labeled “Enter name or email”
4. They will receive a link to join the meeting.
5. If desired, you can also dial a phone number under the “Call” tab

Adding through email:

1. In the lower left-hand corner of the screen, select “Meeting Details”
2. Select “Copy Joining Info”
3. Paste the joining information into an email in a new tab and send it to the intended guest
4. They will be able to join the meeting through this email

Removing people from the meeting:

1. Select the “People” tab on the right-hand side of the screen
2. Find the name of the individual you wish to remove from the meeting
3. Click on the down-facing arrow next to their name; this will reveal three buttons (pictured below)
   
4. Click the third button (a circle with the line in the middle) to remove the person from the meeting

Presenting from a Device:

While in a meeting, you may wish to present something like a presentation from Google Slides or some other form of media to people in your meeting.

1. 1. Pick how you'd like to present
      1. If you'd like to replace your camera feed with your presentation, click the "Present Now" button
      2. To present content while maintaining your camera feed, open a new tab and go to g.co/present
   2. On the screen, a menu with possible meetings should appear. Join the intended meeting by clicking on it or by typing the meeting code in where it says “Present using a meeting code”
      1. Note: If you do not see this menu, try opening an incognito window, going to g.co/present and signing into your apu.edu account
   3. Select what you would like to present:
      1. Click “Your Entire Screen” tab to share your entire screen
         1. If your computer has a single monitor (e.g. a laptop with no external screen), you will only have one choice here
         2. If your computer has two monitors (e.g. a dual-monitor setup), you can choose which screen you want to share
      2. Under the “Application Window” tab, you can select which application/program you want to share and keep the rest of your screen private
   4. If someone else shares content, your computer will automatically stop sharing its content.

Moderating:

Who shows up in the larger image:

There should be one large image with several smaller images to the right of the screen. Google Hangouts: Meet automatically switches which meeting member is larger based on who is speaking. To change this, click on an image on the right. This “pins” that individual as the primary image.

Muting others:

Everyone in the meeting has the power to mute others.* Note that only individuals can unmute themselves, so each person will have to unmute themself after you have muted them. To do so:

1. Navigate to the “People” tab
2. Find the name of the individual you wish to mute
3. Click the downward facing arrow next to their name; three buttons should appear
4. Select the middle button (a crossed-out microphone) to mute them

*As of April 20th, Google has made it so only the creator of the meeting can mute or kick people from meetings.

Recording Meetings:

Google Hangouts: Meet now offers recording! When your meeting is recorded, it is automatically sent to your Google Drive. To record your meeting:

1. Go to the settings tab in the lower right-hand corner (symbol is three dots).
2. On the dropdown menu, select the first option, “Record meeting.” (pictured below)
   
3. After clicking this, a popup menu will appear with the following message:
4. Once you have received permission to record the meeting, select “Accept.”
5. After a few moments of loading, a red “REC” symbol will appear in the upper left-hand corner of the Meet (see image below). When you see this symbol, your meeting is being recorded.
   
6. If you would like to stop the recording without ending your meeting, select the settings menu in the lower right-hand corner (symbol is three dots).
7. Select the top option, which says “Stop recording.”
8. A message will appear which says:
9. Select “Stop recording” to end your recording.
10. The red “REC” symbol should disappear.
11. Alternatively, the recording will automatically end if everyone leaves the meeting.

Accessing the Recording

1. Your meeting recording will take some time to process; you will receive an email from Google when it is ready.
2. After receiving this email, go to your Google Drive.
3. There should now be a folder in your Drive labeled “Meet Recordings.”
4. Open the folder and view your video.

Additional Notes

Google gives the following information regarding recordings:

• 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 do not appear when you play the recording.

Disconnecting from the Meeting:

1. To disconnect, simply hit the “leave call” (red telephone) button at the bottom of the screen.