Plan and hold a meeting

Show all instructions | Hide all instructions

" "Plan the agenda

1.1 Create a task to plan the meeting

Open GmailCalendar, Docs, Sheets, or Slides and on the right, click Tasks Tasks.

Click on the pencil to add a task
1.2 Discuss your meeting requirements over email or Hangouts chat

Compose a new email:

1 Open Gmail.
2 On the left, click Plus Compose.
3 (Optional) To change your window size, in the upper corner, click Maximize Expand or Exit full screen Exit full-screen.
4 Add recipients and a subject.
5 Enter your message. Email you start writing but don't send are automatically saved in Drafts on the left.
6 (Optional) Add attachments, such as Drive files Insert file using Drive or photos Insert image.
7 Click Send.

Tip: To cancel sending an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts. See Undo sending your mail.

Map of where in inbox and email to click to do numbered steps 1 through 7, above

Send a direct message to someone:

  1. Open Chat.
  2. On the left, click Find people, rooms, bots.
  3. Enter a name or email address or select a contact from the suggestions.
  4. Enter your direct message and click Send Send a message.


Send a direct message to a group:

  1. On the left, click Find people, rooms, botsand thenGroup Message.
  2. Enter names or email addresses or select contacts from the suggestions.
  3. After you add your contacts, click Message.
  4. Enter your DM and click Send Send a message .
  5. (Optional) To hide a group DM, on the left, point to the direct message and click More Moreand thenHide conversation Remove.

Message a group

1.3 Block off time in your Calendar to prepare for the meeting (example: Do not disturb - preparing for meeting)
  1. In Calendar, choose an option:
    • Click an empty time slot in the calendar grid.
    • Click PlusCreate.
  2. Add an event title, date, and time.
  3. (Optional) To create the event on another calendar you have edit access to, at the bottom click your calendar name and select another calendar. 
1.4 Create your agenda

You can create a new document right in Google Docs or in Google Drive.

Choose an option:

  • From the Docs, Sheets, or Slides homepage: Click Create Plus .
  • In Drive, click Newand thenGoogle Docs/Sheets/Slidesand thenBlank document or From a template.
Create new docs

" "Schedule the meeting

2.1 Create a new event
  1. In Calendar, choose an option:
    • Click an empty time slot in the calendar grid.
    • Click PlusCreate.
  2. Add an event title, date, and time.
  3. (Optional) To create the event on another calendar you have edit access to, at the bottom click your calendar name and select another calendar. 
2.2 Add guests
  1. In the Add guests field, enter the first few letters of a person’s name or email address. Matching addresses in your organization’s directory appear as you enter text.
  2. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address. After you add a guest to your event, their calendars appear alongside yours.
  3. (Optional) You can add a Google Groups mailing list address to invite a large group of people at once.
    For more information about inviting a large group, see managing large events in Calendar.
  4. (Optional) To check your guest's availability, choose an option:
    • To open your calendar and see your guest’s calendar and availability, click See guest availability.
    • To see a list of suggested meeting times for guests, click Suggested times and select an option. 
  5. (Optional) To mark a guest’s attendance as optional, point to the guest's name and click People People.
  6. (Optional) To allow guests to modify the event, invite others, or see the guest list, click Guest permissions and check the appropriate boxes.

Note: If you create an event in Calendar and do not give guests permission to modify the event, they will not be able to change the event's date or time on their own calendar.

Add guests

2.3 Find a time that works for everyone across time zones
  1. Open Calendar and click Plus Createand thenEvent.
  2. Go to the Add guests section and enter the person's email address.  
  3. (Optional) To open your calendar and see your guest’s calendar and availability, click See guest availability.
  4. (Optional) To see a drop-down list of suggested meeting times for guests, click Suggested times and select an option.
  5. Click a time slot and then click Save.

Note: You can also get a suggested meeting time after you add guests. Under the list of guests, click Suggested Times and choose a time.

Find a time to meet
2.4 Book rooms

Note: If you don’t see resources, room details, or automatic room suggestions, your G Suite administrator might not have set them up for your organization.

 
  1. Click the Add rooms, location, or conferencing field.

    Note: If you don't see this option, contact your G Suite administrator.

  2. Click Add rooms.

    Based on your work location, number of attendees, and previous room bookings, suggestions automatically appear. 

  3. (Optional) If you need to adjust the criteria for your meeting room, you can click:
    • People Group to specify the required room size.
    • Video Video to specify the need for video-conferencing equipment.
    • Phone Callto specify the need for audio conferencing
  4. Point to the room that meets your criteria and check the box to select the room.
  5. If you don’t see a suitable room:
    1. In the search box, enter another resource or building name, floor, or conferencing equipment (such as Chromebox for meetings). As you enter text, you’ll see results below the search box.
    2. Point to a room to see details, such as room capacity, location, equipment and features.
    3. When you find the room you need, point to it and check the box to select it.

Book a room

2.5 Set up videoconferencing for remote guests

It’s easy to schedule a Meet video meeting in Calendar—just add one or more guests to the event, or click Add conferencing. After you save the event, a meeting link and dial-in number are added to the event.

Allow conferencing
2.6 Add event details, such as the agenda or meeting instructions
  1. Click the Add description or attachments field.
  2. Add details, such as contact information, instructions, or links for your event.
  3. (Optional) Format your description by bolding, italicizing, underlining, or adding lists and links.
2.7 Save to send email invitations

When you’re finished filling in the details, save your event and send invitations.

  1. Click Save.
  2. Choose an option:
    • Send to notify guests by email
    • Don’t send to skip notifications at this time
    • Dismiss to continue editing the invitation
  3. If you’re inviting people from outside of your organization, click:
    • Invite external guests to notify them.
    • Continue editing to notify them later. 
  4. (Optional) To open your event on the Edit event page, click More options.


Update an existing event:

You can invite more guests, change the meeting location, and more.

  1. In the calendar grid, click the event and then Edit Edit.
  2. To invite more guests, change the meeting location, or add attachments, make your changes and click Save.

Note: If the event organizer hasn’t given you edit permissions, you can't make changes to the event time or its duration.

Save event updates

" "3  Confirm attendance

3.1 Check who accepted and declined your invite

If you need to track attendance for your event, you can instantly see who’s accepted or declined your invitation, and who’s proposed a new meeting time.

Check guest attendance:

  1. In the Calendar grid, click the event.
  2. Go to the Guests field to see a list of responses from your guests. You might have to click the Down arrow Down arrow to see the responses.


Respond to a proposed new meeting time request:

  1. In the Calendar grid, click the event.
  2. In the Guests section, go to the proposal and click Review proposed time.
  3. To accept the new proposed time, click Save.
  4. (Optional) To notify guests about the new meeting time, click Send.

Check attendance

" "4  Share materials

4.1 Create and share meeting materials
  1. In Drive, right-click the file or folder you want to share and select Share Share.

    In Docs, Sheets, or Slides, at the top, click Share.

    Note: You can only share files that you own or have edit access to.

  2. Under People, enter the email address of the person or group you want to share with.

    Note: If you don't see this option, contact your G Suite administrator.

  3. Click Edit Edit and choose the access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.

    Everyone you share with receives an email with a link to the file or folder.

  4. (Optional) To add a note to the email, enter your note. To skip sending an email, uncheck the Notify people box.
  5. Click Send.

Use this project plan template

Share files in Drive
4.2 Attach agendas and meeting materials to your invite
  1. Click the Add description or attachments field.
  2. Add details, such as contact information, instructions, or links for your event.
  3. (Optional) Format your description by bolding, italicizing, underlining, or adding lists and links.
4.3 Discuss your agenda with targeted comments
  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone

4.4 Send updates and notes to your guests, such as directions for your meeting location
  1. In Calendar, click the name of the event in your calendar grid.
  2. Click Edit Edit and make your changes to the event.
  3. Click Email Email and enter a message.
  4. Click Send.

Add guests

" "Hold the meeting

5.1 Join your meeting
  1. In Calendar, click the event you want to join.
  2. Click Join Hangouts Meet and in the window that opens, click Join Meeting.

Use this Hangouts Meet cheat sheet.

Join Hangouts Meet

5.2 Present, discuss, and collaborate on materials
  1. In Google Drive, open the Google Docs, Google Sheets, or Google Slides file you want to share or present.
  2. (Optional) To edit a document, spreadsheet, or presentation simultaneously with your guests:
    1. In the upper-right corner, click Share.
    2. Add a title to your document and click Save.
    3. Add your meeting guests and give everyone Can edit access.
    4. Click Send.
  3. Open Hangouts Meet and join the meeting.
  4. Click Present now and choose what to share:
    • Your entire screen
    • A window
  5. Click Share.
  6. (Optional) To stop sharing your screen at any time, at the bottom of your screen, click Stop sharing.
Present your entire screen or a window
5.3 Assign tasks
  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone

" "6  Follow up

6.1 Send follow-up email
  1. In Calendar, click the name of the event in your calendar grid.
  2. Click Edit Edit and make your changes to the event.
  3. Click Email Email and enter a message.
  4. Click Send.
Add guests
6.2 Track progress by assigning action items in your agenda
  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone

6.3 Schedule follow-up meetings to get status updates
  1. In Calendar, choose an option:
    • Click an empty time slot in the calendar grid.
    • Click PlusCreate.
  2. Add an event title, date, and time.
  3. (Optional) To create the event on another calendar you have edit access to, at the bottom click your calendar name and select another calendar. 
 
Was this helpful?
How can we improve it?