How to Schedule a Meeting in the Future in Google Meet
With Google Meet, the search engine giant aims to bring its users closer together. Whether it has the capacity to rival Zoom remains to be seen. But one thing’s for certain: Google Meet is a force to be reckoned with.
This write-up covers scheduling for future meetings and provides step-by-step guides for different devices. We’ll also cover additional information to help you take full advantage of this service.
Quick Info Before You Start
A spin-off of Google Hangouts, Google Meet is a “freemium” service available to all that use Google G Suite. Basically, you just need a Gmail account to log into the video-conferencing service.
To access Google Meet, click on the Google Apps icon (nine small dots in front of your avatar), and select the corresponding icon. But you can’t schedule a future meeting via the service itself. Keep on reading to find out how to do so.
How to Schedule a Google Meet On Your Mac or PC
The method to schedule a meeting is the same on PCs and Macs. In fact, it doesn’t even matter which browser you’re using as long as you’re logged into your Google account. To give you a hint; you’re scheduling the meeting via Google calendar. Here are the necessary steps.
Quick Note: The following sections assume that you’re already logged into your Google account.
Step 1In the browser, click on Google Apps and select Google Calendar.
Once inside, there’s a large Create button in the upper-left side of the screen, click on it to start setting up the meeting.
Step 2Thereon, you do all the scheduling and adding participants via a single pop-up window/form.
Start by adding a title to the meeting, and since it’s an event, you can keep that setting as is. Then, move to the timing section and change the time and date as per your needs.
There are no limitations here – you can schedule a meeting five years from now at any time. Of course, this applies as long as there’s not another meeting in that time slot.
Step 3Proceed to the “Add Guests” section, you can do this by entering the person’s name or email. The former applies if you’re adding other G Suite users.
Google allows you to add up to 250 participants. This can be quite useful if you’re using the service for online courses or webinars with lots of visitors.
That out of the way, click on the “Add Google Meet Video Conferencing” button to generate the meeting details. If you skip this action, you’re creating a basic Event, not a meeting.
Another key thing is the meeting information, which you access by clicking on the arrow down next to “Join with Google Meet”. The information includes a meeting ID, PIN, and a phone number.
Step 4Lastly, you have an option to add location and description. Adding a location is redundant due to the nature of these meetings. But adding a description can be useful to outline the topics or the meeting itself.
Once done, inspect the meeting details to make sure everything checks out and click on the Save button. The last step is to send out invitation emails to the participants and it’s advisable not to skip this step.
The moment you click on Send, participants will get an email with all the meeting details. In addition, they have the option to add it to their calendar and confirm participation.
Note: If you’re scheduling a meeting via a company email, there’ll be an intermediary step to confirm adding participants outside your organization. And you should get an email about the participants who confirmed their attendance.
How to Schedule a Google Meet In the iPhone and Android App
To schedule a future meeting via a smartphone, you need the Google Calendar app. This article assumes that you’ve installed and logged in to the app.
The app interface and scheduling method are the same regardless of the operating system. So, we’ll present you with one quick guide for both Android and iOS.
Access the Google Calendar home window and tap on the large plus icon at the bottom right of the screen.
This action allows you to schedule a new Event, much the same way you do via desktop.
Tap on the Event icon at the bottom right of the screen and fill out the form with the meeting details.
Like in the browser version, you get to add title, participants, set the time and date, and more. Again, the key action is to tap on “Add video conferencing” to schedule the meeting and generate access data.
Once done, hit ‘Save’ at the top right of the screen and you’re good to go. The benefit of the mobile app scheduling method is that you also get to set reminders just before the meeting starts.
Note: You have the option to immediately schedule and start a meeting via the mobile apps. A detailed guide on that is under the FAQ section.
Setting up a Google Meet event/meeting is a walk in the park. Furthermore, the logic behind the scheduling methods is pretty much the same regardless of the device you’re using. Still, Google Meet has more tricks up its sleeve.
Can I Immediately Start a Meeting?
Yes, you can, and there are three ways to do it – via Gmail, Google Meet smartphone app, or web client. Here’s what you need to do.
Access your Gmail account via a browser and click on “Start a meeting”. This option is under Meet on the left side of the screen. The action takes you directly to the camera and audio preview and generates the meeting details including ID, phone number, and PIN.
Click on the “Join now” button and you’ll enter the meeting as a creator. Next, you’re in the “Add others” window and need to provide contact details (username or email) of other participants.
Once you send out the invitations, it’s only a matter of waiting for others to join in.
Google Meet Smartphone App
Even though you can’t schedule a meeting via the app, you can start one as soon as you log in.
If you’re an iPhone user take advantage of quick-access menus, press and hold onto the Google Meet app and choose “Start a new meeting”. The software immediately generates the meeting details and there’s a pop-up to “Share joining info”.
Click on the aforementioned option to share the info and choose a sharing method. Aside from sending the info via email, you also have the option to send it as SMS or via other messaging apps.
As indicated, you immediately start a meeting via the web client the same as you would any other way. But it wouldn’t hurt to do a quick recap of the required steps.
Once you access Google Meet through the browser app, click on the “Join or start a meeting button”. And in the following window, you need to type your nickname. If you’re entering a meeting, type the meeting code instead of your nickname.
To enter the meeting click the ‘Join’ button, and you’ll see the pop-up with meeting details. This is also the place to start adding other participants. That out of the way, you’re all set and just need to wait for others to jump on-board.
How to Join a Google Meet Meeting
There are four ways to join the meeting – through Gmail, mobile apps, Google Calendar, or web client. Here are the quick tutorials.
Access the Calendar, navigate to the given event, and click or tap on “Join with Google Meet”. The required actions are the same when you’re joining a meeting via the Calendar mobile app.
When inside Gmail, click on “Join a meeting” and type or copy-paste the meeting code into the designated field.
Click on “Join or start a meeting”, enter the meeting code, and you’re instantly in the meeting.
Note: If you want to start a meeting via the web client, you don’t need to type a nickname – it’s okay to leave the bar blank.
Launch the app, select “Enter a meeting code”, type the code, and hit the “Join meeting” button. If you’re an iPhone user, press on the app to get quick access options because it’s faster this way.
Ease of use and simplicity are some of the main assets of Google Meet. In addition, this video conferencing app takes full advantage of G Suite for frictionless access and scheduling. And it’s great that you can start a meeting on your desktop, then instantly switch over to mobile.
How often do you have meetings via Google Meet? Have you used any other video-conferencing app? What’s your experience been like? Give us your two cents in the comments section below.