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Google Hangouts Meet

Google Hangouts Meet is a free tool available to all staff and students which allows them to host online meetings. Meetings can be created on the fly or can be scheduled and shared by creating a meeting event in your UCD Connect calendar. The below guide details the steps to schedule an event using your UCD Connect Calendar.

Step 1. Create the event

Log into your UCD Connect Calendar and select your preferred day and time slot for the meeting.

 

Step 2. Add event details

Add guests to the meeting and enable a Hangout Meets event by selecting 'Add conferencing'

Step 3. Complete the meeting set up

Once you have selected 'Add conferencing' the Meets link becomes available in the meeting event

 

Step 4. Send confirmation email

You are prompted to send an meeting invite email to all guests.

 

Step 5. Participant invitation

All participants will receive an email informing them of their invitation to the meeting. In the detail of the event invitation, participants will see the link by which they will join the online meeting.

 

Step 6. Joining the meeting

To join the meeting using the calendar event, click the meeting event on your calendar and click the associated 'Join Hangouts Meet' link.

 

Step 7. The Hangouts Meet entry window

The entry window will open when you click the link. You may be asked to give access to Hangouts Meet to use your mic and webcam or it may detect this automatically. Once you have checked that your audio and video are enabled for the session, click 'Join now' to enter the meeting.

 

Step 8. Meeting options

When you enter the meeting you will see a number of functions in the meeting window. In the top right of the window you can see how many participants are in the meeting and you have access to a chat function, where all participants can post comments or questions. In the bottom of the screen you can mute your audio by clicking the mic icon. You can turn the camera on and off by clicking the camera icon. To leave the session, click the hang-up phone icon. In the bottom right of the screen you have options to turn on live closed captioning as well as to present now, whereby you can share you entire screen or a particular application or window. The more options icon at the extreme bottom right is where you can access the record function.

 

Step 9. Using the present function

In order to present your screen or particular application / window, click 'Present now'. Once you do this, you will be notified on screen that you are presenting to the meeting. You can finish presenting by clicking 'Stop presenting' or with some browsers you will see a pop up message that says 'Stop sharing'

Step 10. Recording a meeting

Click the more options menu on the bottom right to begin recording. Click 'Start recording' on the menu. When you are finished the meeting, click the more options menu again and select 'Stop recording'. The meeting recording will be available in your Google Drive and will be accessible to all participants of the meeting.

 

 

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