Email template for Meet Enterprise users

Hi, and thanks for using Google Meet!

Getting your team to adopt a new tool can be hard. That’s why we’ve created email messaging that you can use to support people at your organization during the transition to Google Meet. Good luck reaching your Meet adoption goals!

How to use these emails 

These emails are designed to provide encouragement for adopting Meet and to offer information on key benefits and features, product support, and links to additional resources.

Prepare
  • Set your adoption goals and plan ahead for goal and feedback tracking. Decide on the appropriate senders for your emails, and determine if you need to designate or set up an email alias or website for internal feedback on the product.
Edit
  • Copy and paste each email into your email system and revise them as needed to fit the voice and style of your organization.
  • Where we’ve provided multiple versions, select the version that represents your organization. For example:
    • For Email #1: Have you only recently deployed Google Meet, or are you an existing user looking to boost adoption rates?
    • For Email #4: Please note that there are several different versions for users coming from Zoom, Webex, or Skype, as well as a generic option for those switching from a different provider, or those who are completely new to video meetings. Please be sure to select the version that applies most closely to your organization.
  • Don’t miss placeholders for unique details, such as adoption goals and updates; you’ll want to customize these before sending emails to your colleagues. These will be bracketed and highlighted in red, like this: [INSERT …]. We’ve also included a non-highlighted placeholder for your executive’s unique signature line.
Schedule
We suggest you send the emails on the following schedule to keep up momentum and interest during the campaign:
  • Day 1: Email 1
  • Day 2: Email 2 (the day after Email 1)
  • Day 9: Email 3 (one week after Email 2)
  • Day 16: Email 4 (one week after Email 3)

Email templates

Copy and paste the following email templates into an editing tool, such as a Google Docs. Change all parts in red. Then send the email to your users to help them get familiar with Google Meet.

Email 1 - Company-wide announcement from C-level representative encouraging the transition to Google Meet

Note: This is written as a modular email so that recipients will see EITHER the Current OR New Meet User subject line and EITHER the Current Meet Users intro paragraph OR the New Meet Users intro paragraph.

Email subject line FOR CURRENT MEET USERS: Getting started with Google Meet: Our new meetings tool

Email subject line FOR NEW MEET USERS: Meet Google Meet: Our new meetings tool

Hi team:

FOR CURRENT MEET USERS:

We recently adopted Google Meet, a new meetings tool to help you meet from anywhere, and we want as many people as possible to use it. We launched Google Workspace to improve collaboration and transform the way we work. And now Meet will help us get the most out of our investment in Google Workspace, while we significantly improve the way we work across the company and with our partners and customers.

FOR NEW MEET USERS:

I’m happy to announce that we’re introducing Google Meet, a new meetings tool to help you host and attend meetings from anywhere. We launched Google Workspace to improve collaboration and transform the way we work. And now Meet will help us get the most out of our investment in Google Workspace, while we significantly improve the way we work across the company and with our partners and customers.

I think you’ll love using Meet. Meet is easy to use, and it just works: You can join meetings with a single click without having to download any software, record and share meetings on Google Drive, and even live stream your meetings to thousands of viewers.

As part of Google Workspace, Meet is integrated with tools you already use like Gmail and Google Calendar. Using all of these tools together is important as it helps us take the next step toward improving how we work and collaborate.

We recognize that change can be hard, so we want to make it as easy as possible for you to get started with Meet. In the coming weeks, you’ll receive a few emails on how to make the most of Meet and its features. But don’t wait for us—if you want to learn more or get started now, visit the Learning Center.

We’re so excited about Meet that we’ve set an adoption goal of [INSERT ADOPTION GOAL, i.e.: have 90% of Company Name using Meet for meetings by Month Day]. Give it a try today, and help us meet our goal.

Happy meeting,

[INSERT SIGNATURE]

Email 2 - How to join, present, and record

Email subject line: Get started with Google Meet: Join a meeting, present, and record

Hi team:

We want to make it easy for you to get up and running with Google Meet, our new meetings tool. Here are instructions on how to join a meeting, present in a meeting, and record a meeting in just a few simple clicks, from your computer or mobile device.

Join a meeting

Because Meet is fully integrated with Google Workspace, you can join meetings directly from a Google Calendar event.

To join on the web:

  1. In Calendar, click on the event you want to join.
  2. Click Join with Google Meet and in the window that opens, click Join now.

To join from your mobile device:

  1. From the Google Calendar app, tap to open the event you want to join.
  2. Tap Join video call.

You can also join a meeting directly from Meet.

To join on the web:

  1. Go to meet.google.com.
  2. Select the meeting from your list of scheduled events.
  3. Click Join now.

To join from your mobile device:

  1. Open the Meet app and swipe up from the bottom to view your scheduled meetings.
  2. Select a meeting from the list and tap Join meeting.

And to join a meeting from your phone with audio-only access:

  1. Open the Calendar event or meeting invitation.
  2. Tap Join by phone to initiate the call. Then tap Call to dial the phone number and PIN. (Or, you can manually enter the phone number and PIN.)

If you’re at the office, you may want to join from a conference room. [IF: Meet Hardware] You can join your meeting with just one click from your Meet Hardware touch display. [/ENDIF] [IF: 3rd Party Hardware & Interoperability Enabled] Follow the instructions in the Calendar invite to join a meeting on Meet from our [INSERT VC EQUIPMENT VENDOR (e.g. Polycom/Lifesize)] equipment. [/ENDIF]

For more information on the above or for more ways to join a meeting—whether with a link or from your phone’s lock screen, visit the Learning Center.

Present in a meeting

Want to present to a group during your video meeting? It just takes a few steps.

  1. Join a video meeting.
  2. Click Present now and choose what to share:
    1. Your entire screen
    2. A window
    3. A browser tab
  3. Select Share.
  4. When you’re done presenting, click Stop Presenting.

(Optional) To take over presenting from someone else, click Present "", in the bottom right corner of the screen, choose what to share, and select Present.

Record a meeting

You can record all or part of your meeting right inside Meet. Recordings are saved to Google Drive and linked to your Calendar event. 

On the web:

  1. Once you’re in a meeting, click the More menu "", then Record meeting, and wait for the recording to start. Note that guests who are outside of your organization or who are attending the meeting on their phones cannot record. 
  2. To stop recording, click the More menu "" and then Stop recording.
  3. Click Stop recording to confirm. (The recording also automatically stops when everyone leaves the meeting.)
  4. Within a few minutes, the recording file is saved in the Calendar event, as well as in the Drive of the meeting organizer. An email with a link to the recording is automatically sent to the meeting organizer.

Your feedback is important to us, and we want to know how Meet is working for you. Please send us your thoughts by email at [INSERT AN EMAIL ALIAS FOR TRACKING FEEDBACK INTERNALLY] and / or through this link [INSERT A WEBSITE URL OR BUG REPORTING TOOL URL FOR TRACKING FEEDBACK INTERNALLY].

For more quick how-tos and to learn about what else you can do with Meet, visit the Learning Center. See you soon on Meet!

[INSERT SIGNATURE]

Email 3 - Additional features

Email subject line: Make the most of Google Meet with these great features

Hi team:

It’s time for the fun stuff. Now that you’ve learned how to join, present, and record in Google Meet, [OPTIONAL: and [INSERT STAT UPDATE HERE, I.E.: XX% of you have used Meet this week]], let’s check out some other great features that will help you make the most of your meetings. See below for how to:

  • Mute and unmute yourself and others
  • View attachments
  • Use live captions
  • Change layout options
  • Start a live stream
  • Add international dial-in numbers

Mute yourself or a guest

If there’s feedback or background noise, you can mute your microphone or the microphone of another attendee.

To use mute on the web:

  • To mute your microphone, at the bottom of the screen, click Mute "" .
  • To mute other people, in the People section, next to the person’s thumbnail, click the Down arrow "" and then click Mute: "".

To use mute on your mobile device:

  • From the Meet app, mute yourself by tapping Mute "".
  • To mute someone else, tap People "", then next to that person’s image, click the right arrow "" and then tap Mute "".

Surface attachments from Calendar

Any attachments included in the Calendar event, such as documents or slide decks, can be surfaced while in the meeting.

To surface attachments on your computer:

  1. In the lower-left corner, click the meeting name.
  2. Click Attachments "" to select files included in the event.

To surface attachments on your mobile device:

  1. Tap the Information "" tab.
  2. Tap Attachments "" to select files included in the event.

Turn on live captions

You can make it easier to follow what’s being said in meetings by turning on captions, which display text of the live conversation.

To turn on live captions on your computer:

  1. On the lower-right corner, click More "".
  2. Click Turn on captions or Turn off captions.
  3. To learn how to turn on captions from your conference room hardware, check out this post from the Google Workspace Updates blog.

Note: Captions are currently available for English only. They are not currently supported on mobile devices.

Change the layout

Meet automatically switches between screen layouts depending on the state of your meeting. You can also switch to a different layout anytime. Meet’s layout options are featured in this blogpost.

To change the layout from your computer:

  1. In the lower-right corner, click More "" and thenChange layout.
  2. In the Change layout box, select the layout you want to use.

Tip: Hovering the mouse over a video feed will show a menu with the option to pin that participant so that you can keep them visible or mute them.

Live stream a meeting

With Meet, you can live stream a video meeting and invite up to 100,000 people in your organization to watch it in view-only mode. Invited guests can share the live stream link and anyone in your organization can watch the streaming event.

To add live streaming to a video meeting:

  1. Create an event.
  2. Add guests and rooms. 
  3. Next to Join with Google Meet, click ""to view the meeting details.
  4. Click Add live stream.
  5. Click Save.

Note: For view-only live attendees, you will need to create a separate calendar event, and copy and paste the streaming link. Learn more in this Help Center article on live streaming a meeting.

Add international dial-in numbers

It’s easy to create a Meet video meeting with an international dial-in number. In fact, it’s automatic. 

  1. In Calendar, when you schedule a meeting, a phone number is added based on your country setting. 
  2. The best phone number for each guest to use is also shown, based on their current locations. Meet currently supports local dial-in numbers from 44 countries. 
  3. The dial-in numbers can be accessed from the Calendar event or the email invite—just tap to call. 

For more about using the dial-in feature and a list of supported countries, visit the Google Workspace Help Center.

Thank you for the amazing effort everyone has made so far helping us transition to Meet. Remember to reach out to us at [INSERT AN EMAIL ALIAS FOR TRACKING FEEDBACK INTERNALLY] and / or through this link [INSERT A WEBSITE URL OR BUG REPORTING TOOL URL FOR TRACKING FEEDBACK INTERNALLY] to let us know how it’s going. If you’d like additional information on using any of these features, or learn about more things you can do with Meet, visit the Learning Center.

Enjoy all there is to do on Meet,

[INSERT SIGNATURE]

Email 4. Follow up with stats about usage + reinforcement of switching guides

Zoom

Email subject line: More about Google Meet—and how to transition from Zoom

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [INSERT GOAL, I.E.: XX% of all meetings on Meet by DATE]. So far, [INSERT GOAL STATUS UPDATE, I.E.: ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining meetings with a single click, recording meetings to review later or share with attendees, and live streaming your meetings to thousands of viewers.

If you need more help making the transition from Zoom to Meet, visit our Learning Center switching guide. If you wish to share any feedback, please contact [INSERT CONTACT NAME AND EMAIL AT COMPANY AND/OR WEBSITE URL FOR BUG REPORTING TOOL FOR INTERNAL FEEDBACK].

High five!

[INSERT SIGNATURE]

Webex

Email subject line: More about Google Meet—and how to transition from Webex

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [INSERT GOAL, I.E.: XX% of all meetings on Meet by DATE]. So far, [INSERT GOAL STATUS UPDATE, I.E.: ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining meetings with a single click, recording meetings to review later or share with attendees, and live streaming your meetings to thousands of viewers.

If you need more help making the transition from Webex to Meet, visit our Learning Center switching guide. If you wish to share any feedback, please contact [INSERT CONTACT NAME AND EMAIL AT COMPANY AND/OR WEBSITE URL FOR BUG REPORTING TOOL FOR INTERNAL FEEDBACK].

High five!

[INSERT SIGNATURE]

Skype for Business

Email subject line: More about Google Meet—and how to transition from Skype for Business

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [INSERT GOAL, I.E.: XX% of all meetings on Meet by DATE]. So far, [INSERT GOAL STATUS UPDATE, I.E.: ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining meetings with a single click, recording meetings to review later or share with attendees, and live streaming your meetings to thousands of viewers.

If you need more help making the transition from Skype for Business to Meet, visit our Learning Center switching guide. If you wish to share any feedback, please contact [INSERT CONTACT NAME AND EMAIL AT COMPANY AND/OR WEBSITE URL FOR BUG REPORTING TOOL FOR INTERNAL FEEDBACK].

High five!

[INSERT SIGNATURE]

Generic email

Email subject line: Get more information on Google Meet  

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [INSERT GOAL, I.E.: XX% of all meetings on Meet by DATE]. So far, [INSERT GOAL STATUS UPDATE, I.E.: ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining meetings with a single click, recording meetings to review later or share with attendees, and live streaming your meetings to thousands of viewers.

If you need more help making the transition to Meet, visit the Learning Center for training and help. If you wish to share any feedback, please contact [INSERT CONTACT NAME AND EMAIL AT COMPANY AND/OR WEBSITE URL FOR BUG REPORTING TOOL FOR INTERNAL FEEDBACK].

High five!

[INSERT SIGNATURE]

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