MGRM Meet Help

Start or schedule a meeting

On the Meet home page, select New meeting, then:

• Start an instant meeting to go straight in.
• Create a meeting for later to get a link and code you can send now and use later.
• Schedule in Calendar to open a new event with a meeting link already added. Invitations include the link and a Join button. See Calendar help.

You can also select Start a meeting at the top of a chat conversation. See Chat help.

Join a meeting

• Select Join on a calendar invitation, a reminder or a meeting card in a chat, or open the meeting link.
• On the Meet home page, type a code (it looks like abc-defg-hij) or paste a link, then select Join.

Before you go in, you see yourself and can choose your camera, microphone and speaker, turn on noise cancellation and pick a background. Check your audio and video tests your connection. Colleagues usually join straight away.

Guests and the lobby

People outside your organisation open the meeting link in any browser. They need no account: they type their name and select Ask to join.

• The host sees who is waiting and selects Admit, Deny or admit everyone.
• For a meeting started from a chat, colleagues who aren't in that chat also ask to join.
• The host can lock the meeting so nobody new can ask to join.

Your organisation can turn off guests in meetings. If you can't invite guests, ask your administrator.

In the meeting

• Change layout (in More options): Auto, Tiled, Spotlight or Sidebar. Pin a person to keep them large.
• Present now shares your whole screen, a window or a browser tab.
• Raise your hand, send a reaction, and use in-call messages. In a meeting started from a chat, messages are also kept in that conversation.
• Backgrounds and effects: blur, an image of your own, or framing.
• If your connection drops, you see "Reconnecting… You're still in the meeting." and the call continues when it comes back.

Shortcuts: Ctrl + D microphone, Ctrl + E camera, Ctrl + Alt + H hand, Ctrl + Alt + C messages, Ctrl + Alt + P people. On a Mac, use ⌘ instead of Ctrl.

Host controls and co-hosts

In People, the host can mute someone or ask them to unmute, turn off their camera, lower their hand, Make co-host, or remove them (Remove and block stops them coming back). Actions for everyone mutes everyone or turns off everyone's camera.

Host controls lets you lock the meeting, choose whether people ask to join, and decide whether guests may share their screen. To finish, select Leave, then End meeting for all.

Co-hosts can do most of what the host does, including recording and breakout rooms.

Whiteboard, polls, Q&A and breakout rooms

Open Activities in the meeting:

• Whiteboard: draw and write together. Hosts can make it so only hosts can draw, and save it to DDMS.
• Polls: hosts ask a question and everyone votes.
• Q&A: ask questions and upvote the ones you want answered.
• Breakout rooms (hosts and co-hosts): choose the number of rooms, assign people automatically or by dragging them, or let people choose a room. People in a room can Ask for help or Return to main room. Closing the rooms brings everyone back.

Recording and live streaming

Hosts and co-hosts start a recording from Activities › Recording. Everyone, guests too, sees a REC badge and is told the meeting is being recorded; they select Got it or leave. People joining later are told before they join.

• When you stop it, the recording is saved to your DDMS Drive, in the Meet recordings folder.
• A recording is private to the person who started it until they share it. Not even the organiser can open it before that. Share it from My meetings › Recordings and transcripts › Share, with everyone who was in the call in one step or with chosen colleagues. Remove takes access back.
• Live streaming streams the meeting to colleagues on an internal page, or to a service such as YouTube.

Your organisation can turn off recording and streaming.

Live captions and transcripts

• Select CC or press c to see live captions. Each person turns their own captions on or off. In Captions settings you can change the text size and position, or show the words translated into English.
• Hosts can start captions from Activities › Captions and transcript, and keep a transcript, with or without AI notes (a summary, decisions and action items).
• Everyone is told when a transcript is being kept, as with a recording.
• A transcript, like a recording, is saved to the Drive of the person who started it and is private to them until they share it. Action items can be added to Tasks.

Speech is turned into text on your organisation's own servers; the audio doesn't leave them. AI notes are labelled as AI-generated, so check them.

My meetings

The Meet home page lists your meetings. For each you can copy the link, change its Settings (whether people ask to join, and whether you get the attendance report by email), see Attendance (who joined, when and for how long), and open Recordings and transcripts.

Camera and microphone problems

• The first time, your browser asks to use your camera and microphone. Allow it. If you said no, allow it in the browser's site settings and reload.
• Pick the right devices in the preview before you join, or in More options › Settings during the call.
• If others hear an echo, use headphones, or mute when you're in the same room as another person in the call.
• On an iPhone or iPad, the camera pauses while you're in another app and comes back when you return.
• Safari has no background blur of its own; turn on your camera's own effects instead (on a Mac: Control Centre → Video Effects).
• "Meetings aren't available right now" means the meeting service can't be reached. Try again in a few minutes.

If Meet is turned off for you

Your organisation can turn Meet off for everyone, for a company or for a group. When it is off for you:

• Meet is greyed in the apps menu and marked Turned off by your organisation.
• Opening it any other way, for example from a link or Start a meeting in a chat, explains that it is off.
• Nothing of yours is deleted. Your meetings, recordings and transcripts are all there again when Meet is turned back on.

If you need Meet, ask your administrator.