Join a video meeting

Use these instructions for Google meeting room hardware.

To join a video meeting, you need a:

  • Location to call in from—Your room needs Hangouts Meet hardware, a Chromebox for meetings, or a Chromebase for meetings. You can also use a personal device, such as a laptop.
  • Way to join the video meeting—To call in, you need a link in a Google Calendar invitation or in an email. Or, you need the name of the meeting or meeting code, which you can enter on the room display or from a browser. How you join the video meeting depends on the place you’re calling in from.

If you weren’t included in another organization's Calendar event for the meeting, a participant from that organization must approve your request. You must also be approved if you're not signed in to a G Suite account.

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Join a scheduled meeting

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

Join from Google meeting room hardware

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  

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 your Google meeting room hardware is assigned to your personal calendar, the event information appears when someone adds you to a video meeting.

Microsoft Outlook

Enter the video meeting name manually.

The name appears in your Outlook invitation. For details, see Add video calls to Outlook meetings.

Join from a personal device

Tip: You might hear feedback 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  
Google Calendar
  1. Open the Calendar event.
  2. Click Join meeting.
  3. In the screen that appears, click Join when you’re ready.
Microsoft Outlook
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 meeting. If that happens, you have 2 options:

Ask the meeting organizer to update the invitation.

  1. Ask the organizer to add a video meeting 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 Select on the remote to start the meeting.

Get the video meeting name or code and enter it.

  1. Ask the organizer to create a video meeting and give you the name of the meeting 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 Select on the remote to start the meeting.
What if the video meeting doesn't start when I select the meeting?

If the video meeting doesn't start when you select a scheduled meeting on Google meeting room hardware, verify that:

  • A video meeting was added to the meeting event.
  • All of the Google service requirements were complete before the meeting was created.

Join an unscheduled meeting

You can also use Google videoconferencing for unscheduled meetings. All you need is a meeting name or code.

Join from Google meeting room hardware
  1. Find an available Google meeting room hardware room.
  2. (Optional) If you're 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 name using the remote control (for Chromebox) or the touchscreen (for Chromebase).
    3. Point the remote at Join and press Select on the remote or tap Join on your touchscreen.
  3. (Optional) If you're using Hangouts Meet:
    1. Tap Start a new meeting (for Hangouts Meet hardware) or use the remote control (for Chromebox) to navigate to Start a new meeting and press Select 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 and press Select on the remote. 
    2. Enter the video call name. 
    3. Point the remote at Join and press Select on the remote. 
Join from a personal device

If you're not in a Google meeting room hardware room, you can join a meeting from wherever you're using a personal device.

If your organization uses G Suite

  1. Open a Chrome Browser window.
  2. Choose an option:
    • Use classic Hangouts:
      1. Enter g.co/hangouts in the address bar.
      2. Enter the video call name.
      3. Click Enter.
    • 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 signed 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. For details, see Invite people to a video call.

Tip: You might hear feedback if you join from a laptop while inside a Google meeting room hardware 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. For details, see Invite people to a video calI.

Join a video meeting outside your organization

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

  • In classic Hangouts, use domain-name.com/meeting-name.
  • In Hangouts Meet, use domain-name.com/meeting-code.

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

  • altostrat.com/proposal in classic Hangouts
  • altostrat.com/abc-defg-jkl in Hangouts Meet

To use this method, the host organization must start the video meeting, the meeting must allow external guests to join using the meeting link, and a participant from the host organization must accept your invitation to join. For details, see Invite people to a video call.

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