Join a video call

Use these instructions for both the Chromebox for meetings and the Chromebase for meetings.

To join a video call, you need 2 things:

  • A location to call in from–You need a room with a Chromebox for meetings or a Chromebase for meetings. You can also use a personal device, like a laptop.
  • A way to join the video call–To call in, you need a link in a Google Calendar invitation or in an email. Or you’ll need the name of the video call or meeting code, which you can enter on the room display or from a browser. How you join the video call depends on the place you’re calling in from. See the various scenarios below for details.

Join a scheduled meeting

To join a meeting that was scheduled using either Google Calendar or Microsoft® Outlook®, see the instructions below.

Join from a Chrome device for meetings

Note: If you use Hangouts Meet, you can start a new video call in classic Hangouts by selecting Use a meeting code instead of Start a new meeting

Calendar Description

Google Calendar

  • Select the meeting name.
  • Get the meeting name and enter it manually. 
  • If you use Hangouts Meet, get the meeting code and enter it manually. The meeting code is the unique code at the end of the meeting link, such as abc-defg-hjk.

If you have a Chrome device for meetings and it's assigned to your personal calendar, the event information appears when someone adds you to a video call.

Microsoft Outlook

Enter the video call name manually.

The name appears in your Outlook invitation. Learn more.

Join from a personal device

If you're not in a Chrome devices for meetings room, you can join the video call using a laptop or other mobile device.

Note: Audio feedback can occur if you join from a laptop while inside a meeting room. Be sure to mute the microphone.

Join the scheduled meeting using one of the following methods:

Calendar Description
Google Calendar
  1. Open the Calendar event.
  2. Click the Join meeting video link.
  3. In the screen that appears, click Join when you’re ready.
Microsoft Outlook®
  • Click the video call link in the Microsoft Outlook® invitation to join. Learn more.
  • Once the meeting is started, select Invite people Invite People to invite additional users, including people outside your organization. Learn more.
What if my meeting doesn't appear on the Chromebox or Chromebase display?

Sometimes people schedule rooms for a meeting, but they forget to add a video call. If that happens, no problem! You have 2 options:

Ask the meeting organizer to update the invitation.

  1. Ask the organizer to add a video call to the Calendar invitation and resend it.
  2. Wait for the meeting to show up under Calendar on the display.
  3. Point the remote at the meeting under Calendar.
  4. Press the select button on the remote to start the meeting.

Get the video call name or meeting code and enter it yourself.

  1. Ask the organizer to create a video call. Then ask the organizer for the name of the video call or the meeting code.
  2. Use the keyboard on the back of the remote to type the information.
  3. Point the remote at Join.
  4. Press the select button on the remote to start the meeting.
What if the video call does not start when I select the meeting?

If the video call does not start when you select a scheduled meeting on a Chrome device, verify that a video call was added to the meeting event, and that all of the Google service requirements were complete before the meeting was created.

Join an unscheduled meeting

Google video conferencing can also be used on-the-fly for unscheduled meetings. All you need is a meeting name or code.

Join from a Chrome device for meetings
  1. Find an available Chrome devices for meetings room.
  2. (Optional) If you are using classic Hangouts
    1. Agree on a video call name with the people you’re meeting with. By entering the same name as the other attendees, you’ll join the same meeting.
    2. Enter the video call name using the remote control (for Chromebox) or the touchscreen (for Chromebase).
    3. Point the remote at Join and press the Select button on the remote, or select Join with your touchscreen.
  3. (Optional) If you are using Hangouts Meet
    1. Use the remote control (for Chromebox) to navigate to Start a new meeting, press the Select button on the remote. 
    2. Take note of the unique meeting code which is displayed on the upper left corner of the screen, for example abc-defg-hjk.
    3. Share the meeting code with the people you’re meeting.
  4. (Optional) If you're using Hangouts Meet and need to change to classic Hangouts
    1. Use the remote control to navigate to Use a meeting code, press the Select button on the remote. 
    2. Enter the video call name. 
    3. Point the remote at Join and press the Select button on the remote. 
Join from a personal device

If you are not in a Chrome devices for meetings room, you can join a meeting from wherever you are using a personal device.

If your organization uses G Suite

  1. Open a Chrome browser window
  2. To use classic Hangouts:
    1. Enter g.co/hangouts in the address bar.
    2. Enter the video call name.
    3. Click Enter.
  3. To use Hangouts Meet:
    1. Enter https://meet.google.com in the address bar.
    2. Enter the meeting code.
    3. Click Join.
       

If you’re using a mobile device, or if you’re logged in to a Google account outside your organization's domain (such as a personal account), you must be invited to the meeting after it begins. Learn more.

Note: Audio feedback can occur if you join from a laptop while inside a Chrome devices for meetings room. Be sure to mute the microphone.

If your organization doesn't use G Suite

You must be invited to the meeting after it begins. Learn more.

Join a video call outside your organization

To join a Google video call with people outside your organization, enter the domain name and meeting name.

The syntax is:

domain-name.com/meeting-name

For example, if the external company’s domain name is altostrat.com, and the meeting name is proposal, enter the following:

altostrat.com/proposal

To use this method. the video call must be started by the host organization, the video call must allow external guests to join using the meeting link, and a participant from the host organization must accept your invitation to join. Learn more.

 

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