Using Google Meet

Using Google Calendar to Create and Share a Google Meet Event

1. Open Google Calendar and sign in with your university email address (e.g. abc123@case.edu) and passphrase.
2. Click on the "Create" button.
3. Add an event title and set your dates and times.
4. In "Add guests" type in the names or email addresses of the people you want to invite.
5. Under "Add video conferencing" select "Google Meet".
6. Click "Save".
7. All participants will receive an email notification with the link to connect to the Google Meet. The event will also appear in their Google Calendar.

Starting a Google Meet Video Conference

Previously Scheduled Meeting

From Google Calendar

1. Select meeting in Google Calendar.
2. Click on "Join with Google Meet".

From Google Meet

1. Go to Google Meet and sign in with your university email address (e.g. abc123@case.edu) and passphrase.
2. Click the meeting name.

Instant Google Meet Video Conference

Hosting

1. Go to Google Meet and sign in with your university email address (e.g. abc123@case.edu) and passphrase.
2. Click "Join or start a meeting".
3. Create the meeting a name and click "Continue".
4. Click "Join now".
5. To invite others to the call, click "Copy joining info" and paste into an email, Canvas Announcement, Google Calendar event, etc. Or, click "Add people" and invite by searching for the CWRU directory for names or email addresses.

Joining

1. Go to Google Meet and sign in with your university email address (e.g. abc123@case.edu) and passphrase.
2. Click "Join or start a meeting".
3. Enter the meeting code or nickname provided by the host and click "Continue".
4. Click "Join now".
5. To invite others to the call, click "Copy joining info" and paste into an email, Canvas Announcement, Google Calendar event, etc. Or, click "Add people" and invite by searching for the CWRU directory for names or email addresses.

Preparing a Backup Plan for Zoom

If you use Google Calendar to invite your Zoom meeting participants, you can transition to Google Meet with a few clicks.

Set up your Zoom meetings in Google Calendar

1. Open Google Calendar and sign in with your university email address (e.g. abc123@case.edu) and passphrase.
2. Click the "Create" button.
3. Add an event title and set your dates and times.
4. In "Add guests" type in the names or email addresses of the people you want to invite.
5. Under "Add video conferencing", select "Zoom Meeting".
6. Click "Save".
7. All participants will receive an email notification with the link to connect to the Zoom meeting. The event will also appear in their Google Calendar.

Note: you can go to case.edu/zoom and edit the settings of these meetings to add polls, breakout rooms, authentication, etc.

If Zoom is unavailable, quickly switch the videoconferencing to Google Meet through Google Calendar.

1. Open Google Calendar and sign in with your university email address (e.g. abc123@case.edu) and passphrase.
2. Find the meeting you want to change to Google Meet, click on it, and select the "Edit event" button (looks like a pencil).
3. Click the "X" next to "Zoom Meeting" to remove the Zoom meeting connection information.
4. Under "Add video conferencing", select "Google Meet".
5. Click "Save".
6. When asked "Would you like to send update emails to existing Google Calendar guests?", click "Send". Optional: add a message such as “We are switching to Google Meet as Zoom is currently experiencing an outage.”
7. All participants will receive an email notification with the new link to connect to the Google Meet. The updated connection information will also appear in their Google Calendar.
8. Once the outage is over, you can switch back to Zoom by following the same steps (1-7 immediately above), except removing Google Meet and adding back Zoom Meeting.