Google Meet and Google Chat

Google Meet (formerly Hangouts Meet) enables users to hold video conferencing meetings with up to 250 participants from a web browser or mobile app.

Although Zoom is the University’s designated software for video conferencing and collaboration, Google Meet can also be used to hold meetings, particularly in a scenario when Zoom is experiencing a service outage.

Google Chat is a unified communications service that allows users to initiate and participate in text, voice or video chats, either one-on-one or in a group. Google Chat is built into Gmail and mobile Google Chat apps are available for iOS and Android devices.

The following instructions demonstrate how to set up Google Meet meetings, Google Chat and describe any limitations of the service that you ought to be aware of.

In order to create a meeting with Google Meet let us open our Google calendar.

Let’s click on the Create + button in the top left corner.

Now  Add video Conferencing and choose Google Meet as in the following Screenshot

Image highlighting the video conference options in Google calendar

IMPORTANT: Google Meet does not allow to set a password for the created event.

Now we can add the details we want, i.e. time, description, and invite guests.

Important: you can invite participants from outside Georgetown University, although they cannot join until the organizer allows it. The organizer must be inside the meeting in order to allow others to join.

To join the meeting click on Join with Google Meet.

Image highlighting the option to join with Google Meet in Google calendar

The following screen will appear. Let us click on Join Now.

Image highlighting the Join Now button when joining a Google Meet

Now we are finally in the meeting.

Image showing the screen after joining a Google Meet

1) Turn off/on Microphone.
2) Turn off/on Camera.
3) Turn on the caption (only Englisch, French, German, Spanish, and Portuguese are supported).
4) Reise Hand, you want to ask something?
5) Present now. With this option, you can share your entire screen, a window, or a tab.

6) More options, here you will find the following options:

  • a. Open a Whiteboard. b. Record meeting: you can only record a Google meet if you are its organizer, or if you are the organization as the person who created the meeting. Once you are finished, the Google Meet recording will be saved to the organizer’s Google Drive. c. Change Layout: you can use it for different layouts. d. Fullscreen, self-explanatory. e. Change background, self-explanatory. f. In captions, here you can select the caption language. g. Use a phone for Audio, self-explanatory. h. Report a problem, self-explanatory. i. Report abuse, self-explanatory. j. Troubleshooting & help, self-explanatory. k. Settings: Here you can change your audio and video settings. The last option Host Control gives you control over sharing and the chat options of your audience.

 

7) Leave call, self-explanatory.
8) Meeting details, self-explanatory.
9) Show Everyone, shows the participants.
10) Chat with everyone, opens the chat window.
11) Activities, here you can also start recording and Whiteboarding.
12) Host Control, some safety options for your google meeting. (The Option Quick access should be turned off to control who is accessing your meeting)

Step 1: Install Google Chat from the App Store or the Google Play Store

Image showing the Google Chat app on the Play Store

Once installed Google Chat will connect automatically to the google account present on your mobile phone. If you want to add another account click on your on the picture on the right upper side. The following windows will open. Click on add another account:

Image highlighting the option to add another account from the Google Chat app

Select your Georgetown account and authenticate using your NetID and password.
Image showing the Georgetown NetID and password login screen

Find the person you want to chat with by tapping the new chat button.
Image showing the option to find people to chat with by clicking on the New chat button

Now you will have several options: type the name of the person, room, or the bot you are searching. Here you can also create a room or browse for it.  To use the bot option please follow the instruction here: google bot. In message requests, you will find chat requests from people you don’t know. You can accept requests or just ignore them.

Image highlighting the option to add a person, room or bot in Google Chat

Once you find the person you want to chat with, the following windows will open, and you can start to chat, have fun.

Image showing the options available after choosing a person to chat with in Google Chat