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Google Hangouts are another video conferencing option available free of charge to all Valpo students, faculty, and staff. You have access by default to Hangouts since you automatically get a Google account. (This is in contrast to WebEx, where you need to request an account in order to initiate video or audio sessions.) Follow these instructions to participate in a Hangouts session with classmates or other Google account users, no matter where in the world any of you may be.

Instructor-Created Hangouts

  1. Your instructor will create a video call in Google Hangouts and give it a name.
  2. Sign in to your Google account (any app) with your ValpoNet credentials and visit hangouts.google.com. Click on the video call button.
  3. Click the plus button next to "Start or join Hangout."
  4. Enter the name of the Hangout created by your instructor (note: it's case and grammar sensitive) and hit the arrow key.
  5. You should automatically join the virtual environment. If you’ve never used Hangouts before, you may need to navigate through a couple welcome windows.
  6. Hangouts will ask you to allow access to your audio and camera source; click "Allow."
  7. From here, move your cursor to reveal a tools dashboard. You can activate your webcam and mute your microphones just like you do in WebEx.
  8. For those presenting remotely, you can share your screen (to display a PowerPoint, for example) by clicking the green "ScreenShare" button from your list of production wizard features.
  9. At the conclusion of your class, you'll leave the video call by clicking on the red telephone icon.

Class Discussions

  1. Someone in your group should be designated "team leader." Team leaders will create the video call in Google Hangouts for other members to join and give the Hangout a name.

  2. Sign in to your Google account (any app) with your ValpoNet credentials and visit hangouts.google.com. Click on the video call button.
  3. Click the plus button next to "Start or join Hangout."
  4. Team leaders should create their group meeting by entering the name they want to call it (i.e. NUR799Group) and hitting the arrow key on the far right. Team members will enter the name of the Hangout created by the team leader (note: it's case and grammar sensitive) and hit the arrow key.

  5. You should automatically join the virtual environment. If you’ve never used Hangouts before, you may need to navigate through a couple welcome windows.
  6. Hangouts will ask you to allow access to your audio and camera source; click "Allow."
  7. From here, move your cursor to reveal a tools dashboard. You can activate your webcam and mute your microphones just like you do in WebEx.
  8. For those presenting remotely, you can share your screen (to display a PowerPoint, for example) by clicking the green "ScreenShare" button from your list of production wizard features. 

    You'll be asked what you want to share (a specific application or your whole screen) and then prompted to make the sharing live. You can relinquish sharing privileges when you finish.

  9. At the conclusion of your class, you'll leave the video call by clicking on the red telephone icon.

Google Meet

  1. When you're logged into Google through a browser, click on the 3x3 Google Application Block in the upper right corner of your window, then select Meet.
    1.  If you don't see it listed there, select More and you'll see additional Google Apps.
  2. Click on Join or start a meeting.
  3. You may need to grant access to Google for the microphone and webcam. You can also change these settings by clicking on the three dots in the video screen.
    1. You can change the devices (Camera, Microphone, and Speakers) and quality (send and receive resolutions) options depending on your setup.  
    2. Quality will normally be automatically chosen based on your camera and microphone.
  4. Back on the Google Meet main area with the video screen, you'll find a URL that can be shared with others that looks like meet.google.com/abc-defg-hij.
  5. When you're ready to launch, click Start Meeting.
    1. You should see another pop-up with the meeting URL as well as telephone dial-in information.
  6. You can create Meets on the fly and add individuals after you start a meeting, or copy the info (link provided) to share with others in advance.  Google Meet also supports Dial-In for users that prefer conduct calls over the phone.  This number can be found in the prompt that appears prior to starting a Meet, or in the Joining Info section at the bottom-left of an active Meet session.
  7. Clicking on Present Now in the bottom right allows you to share your entire screen or a window of an open application like PowerPoint, a browser, Word, etc. You can only share one application window at a time.  
  8. When you're done presenting, click the blue Stop Sharing button in the floating dialog box near the bottom of the shared application, or the Stop Presenting button on Google Meet.
  9. If you have multiple monitors, consider dragging the applications to different screens to assist you in presenting (i.e., Google Meet on one screen and the shared application in the other).
  10. To end the session, click the button that looks like a red telephone handset.

Recording a Google Meet

  1. After you have started a Google Meet, click on the three dots in the lower right corner 
  2. Click on the top function: Record meeting 
  3. When you see the Ask for Consent dialog box, please makes sure you are communicating with the participants about the recording.  Then click Accept.
  4. In the upper left corner of the Google Meet application, you will see a grey recording indicator as the recorder initiates.  When the recording indicator is red, that means the Meet is being recorded
  5. When you are finished with the recording, head back to the three dots in the lower right, then click on the top function: Stop Recording
  6. A dialog box will appear asking you to confirm Stop recording, please click to continue
  7. You will receive an email from Google when the recording has processed
  8. Within Google Drive, a folder called Meet Recordings will be created
  9. From that folder, you can rename, share, and download your recording as you would with any document/file on Google Drive

Scheduling a Google Meet

  1. You can schedule a Google Meet ahead of time by opening your Google Calendar and creating a new event.
  2. Enter the event details and click Add Conferencing.
  3. Select Hangouts Meet.
  4. In the Manage Details section, you'll see the link to share with your participants as well as a phone number to call with a PIN, in case audio options are not available to the participants on their computer.
  5. Add Guests by entering their email addresses.
  6. Click Save.
  7. The scheduled Meet will now appear on their Google Meet home screen and their Google Calendar.

Google Meet and Appointment Slots

  1. Create your Appointment Slots in your Google Calendar as you normally would
  2. Once others have signed up for that Appointment Slot, click on that new event in your calendar
  3. Click on the Edit (pencil icon) and find the Add Conferencing 
  4. Select Hangouts Meet. 
  5. Click Save.  The scheduled Meet information will be updates and sent to the participants.


Still need help?

For additional assistance, contact the IT Help Desk.