Using Hangouts Meet for Student Groups
Google Hangouts Meet is a free tool that is available to all students and staff in UCD. Hangouts Meet allows you to schedule meetings with your groups so you can continue to collaborate online. As well as using Google calendar to schedule a meeting at a specific time on a specific date, you can also create a new online meeting on the fly. The steps below detail how you can use Hangouts Meet for groups and team work.
Step 1. Scheduling a Hangouts Meet
Log into your UCD Connect account and go to Google calendar. Select a slot in the calendar that you want to hold your online meeting. Add the other members of the group to the meeting by entering their UCD Connect email address. Select 'Add rooms, location or conferencing' to create the online meeting link.
Step 2. The online meeting link
The online meeting link becomes available once you select to add conferencing.
Step 3. Inviting group members
Once you have finished setting up the meeting, click Save. A pop up window will appear confirming that you wish to inform attendees about the upcoming meeting by email. If you selected to send an email to your group members informing them of the meeting, they will automatically receive a reminder email on the day of the meeting, with a link that they can access to join the session.
Step 4. Entering the meeting
To enter the meeting, go to the event item in your calender. Click the event and then click the session link.
Step 5. Session access
You will be prompted to allow Meet to access your mic and camera. This notification may appear differently depending what browser you are using.
Step 6. Session settings
You will be given a preview of your camera and audio settings and you can see if any other group members are in the session. Click the Join now button to enter the session.
Step 7. The session window
Once in the Meet session you will see the video feed of all other participants, as well as hear their audio (assuming they all have their camera and mics turned on). 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. 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.
Step 8. Sharing your screen
When working on a group project, you may need to share you screen or an application window to showcase work to each other and get input from your team. To access presenting and sharing options click the Present now button at the bottom right of the screen. You will be notified on screen that you are presenting / sharing your screen. Click Stop presenting or stop sharing to end the screen share.
Creating an unscheduled Hangouts Meet
If you want to quickly create an Meet session without scheduling one using the calendar, you can go directly to the Meet app.
Step 1. Creating a session on the fly
You will access the Meet app via Google apps on your UCD Connect account. Click the Meet icon to open.
Step 2. Naming the meeting
Click Join or start a meeting in order to create the session.
Step 3. Inviting group members to the session
In the pop up window add others to the session by entering their UCD Connect email address or by copying the session link and emailing this directly.
Step 4. Session settings
The session settings window will appear as before but this time no one else will be in the meeting.
Step 5. The session window
The session window will appear as normal.