Email template for Meet business 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.
  • 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, and 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. Meet will help us get the most out of our investment, 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, 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. You can participate in meetings from your computer or mobile phone, share attachments with attendees, and much more.

As part of Google Workspace, Meet is integrated with tools you already use, such as 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 Google Workspace 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 and present

Email subject line: Get started with Google Meet: Join a meeting and present your screen

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 and present in 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 the event that you want to join.
  2. Click Join with Google Meet and in the window that opens, click Join Meeting.

To join from your mobile device:

  1. From the Google Calendar app, tap the event that 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 meeting.

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.

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 and 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 Google Workspace 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:
    • Your entire screen
    • A window
    • A browser tab
  3. Select Share.
  4. When you’re done presenting, click Stop Presenting.

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

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 Google Workspace 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 and present in 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 use the mute feature, view attachments, use live captions, and change layout options.

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 Mute "".

To use mute on your mobile device:

  • From the Meet app, tap Mute "".
  • To mute someone else, tap People "", then next to that person’s image, tap the Right arrow ""and then 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 Information "".
  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. In the lower-right corner, click More ""and thenTurn on captions.
  2. 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 that you want to use.

Tip: Point the mouse at a participant to see a menu with the option to pin that participant so that you can keep them visible or mute them.

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 Google Workspace 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 Google Workspace 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, participating in meetings from your computer or mobile phone, and sharing attachments with attendees.

If you need more help making the transition from Zoom to Meet, visit the 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 Google Workspace 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, participating in meetings from your computer or mobile phone, and sharing attachments with attendees.

If you need more help making the transition from Webex to Meet, visit the 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 Google Workspace 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, participating in meetings from your computer or mobile phone, and sharing attachments with attendees.

If you need more help making the transition from Skype for Business to Meet, visit the 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 Google Workspace 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, participating in meetings from your computer or mobile phone, and sharing attachments with attendees.

If you need more help making the transition to Meet, visit the Google Workspace 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]


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

Was this helpful?
How can we improve it?

Need more help?

Sign in for additional support options to quickly solve your issue

Search
Clear search
Close search
Google apps
Main menu
Search Help Center
false
false
true
true
73010
false
false