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  • 1. Create a task to plan the meeting

    Choose an option:

    Gmail To open Tasks in Gmail, click Tasks on the right.

    Calendar To open Tasks in Calendar, in the My calendars section, click Tasks.

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  • 2. Discuss your meeting requirements over email or Hangouts Chat

    Compose a new email:

    1. Open Gmail, and in the left sidebar, click
       
      Compose
      .
      A new email opens near the bottom corner of your Gmail window.
    2. Start entering text to compose your email.
      Email you’ve started writing, but haven’t sent, are automatically saved in Drafts on the left sidebar.

    Send a direct message to someone:

    1. Open Chat and on the left, click Find people, rooms, bots.
    2. Enter a name or email address or select a contact from the suggestions.
    3. Enter your direct message and click Send chat_send_24dp.

    Send a direct message to a group:

    1. On the left, click Find people, rooms, bots > Group 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 chat_send_24dp.
    5. (Optional) To hide a group DM, on the left sidebar, point to the direct message and click More more_vert > Hide remove_circle_outline.
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  • 3. Block off time in your Calendar to prepare for the meeting (example: Do not disturb - preparing for meeting)
    1. In Calendar, click an empty time slot in the calendar grid and click Event. You can also click Create
      add
      .
    2. (Optional) To create an event using another calendar, next to your name, click the Down arrow arrow_drop_down and select the calendar.
    3. Add an event title, date, and time, and then click More options or   SAVE.
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  • 4. Create your agenda

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

    Choose an option:

    • In Docs, click Create add.

    • In Drive, click New > Google Docs > Blank document or From a template.

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  • 1. Create a new event
    1. In Calendar, click an empty time slot in the calendar grid and click Event. You can also click Create
      add
      .
    2. (Optional) To create your event using another calendar in your list, next to your name, click the Down arrow arrow_drop_down and select the calendar.
    3. Add an event title, date, and time, and then click More options or   SAVE.
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  • 2. Add guests
    1. Open your event.
    2. In the Guests tab, go to Add guests and enter the first few letters of a person’s name or email address in the box.

      Matching names and addresses in your organization’s directory appear as you enter text.

      Tip: You can also 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.
    3. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address.
    4. (Optional) To mark a guest’s attendance as optional, hover over the guest name and click Mark optional person.
    5. (Optional) To allow guests to modify the event, invite others, or see the guest list, under Guests can, check the appropriate boxes.

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

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  • 3. Find a time that works for everyone
    1. Open Calendar and click Create
      add
      .
    2. Next to Event details, click Find a time. You’ll see the local time for guests in other time zones just below their name.
    3. Scroll up or down the time slots, or click the arrows at the top to view different days and weeks.
    4. 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.

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  • 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. Open an event.
    2. Click the Rooms tab. Based on your work location, number of attendees, and previous room bookings, suggestions automatically appear.
    3. If you need to adjust the criteria for your meeting room, you can:
      • Click People people to specify the required room size.
      • Click Video videocam to specify the need for video-conferencing equipment.
      • Click Phone local_phone to 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.
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  • 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 on Add conferencing. After you save the event, a meeting link and dial-in number are added to the event.

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  • 6. Add event details, such as the agenda or meeting instructions
    1. Choose a time zone.
    2. Set up a recurring event.
    3. Find a time—Find a time when your coworkers are free for the meeting.
    4. Add event details—Add the meeting location, send event notifications, and more.
    5. Add video conferencing—Add a video meeting to your event.
    6. Add an event description—Add details, such as contact information, instructions, or links for your event. Format your description by adding bold, italic, or underline, or add lists and links.
    7. Add attachmentsAttach files, such as documents or presentations to your events.
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  • 7. Save to send email invitations

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

    1. Click SAVE.
    2. Click Send to notify guests by email or Don’t Send if you don’t want to notify guests at this time.
    3. If you’re inviting people outside of your organization, click Invite External Guests to notify them or Continue Editing to notify them later.

    Update an existing event:

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

    1. In the Calendar grid, single click the event > Edit mode_edit.
    2. If you want 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.

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  • 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 your Calendar grid, single-click the event to preview it.
    2. Go to the Guests field to see a list of responses from your guests. You might have to click the Down arrow arrow_drop_down to see the responses.

    Respond to a proposed new meeting time request:

    1. In your Calendar grid, single-click the event to preview it.
    2. In the Guests section, go to the proposal and click Review proposed time.
    3. If you want to accept the new proposed time, click Save.
    4. (Optional) To notify guests about the new meeting time, click Send.
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  • 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.

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  • 2. Present, discuss, and collaborate on materials
    1. In Drive, click New > Google Docs or open the file you want to share or present.

    2. (Optional) To edit a document 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.

    Now people can follow along as you present. To stop sharing your screen at any time, at the bottom of your screen, click Stop sharing.

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  • 3. Assign tasks
    1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
    2. Click Comment comment > Add comment add_comment.
    3. Enter your comment. To address it to a specific person, enter the plus (+) sign and their email in the comment text, for example +cassy@solarmora.com.
      The person can make their changes and reply to your comment.
    4. When you’re satisfied with the outcome, click Resolve.
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  • 1. Send follow-up email
    1. In Calendar, click the name of the event in your calendar grid.
    2. Click Edit create and make your changes to the event.
    3. Click Email guests email and enter a message.
    4. Click Send.
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  • 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 Comment comment > Add comment add_comment.
    3. Enter your comment. To address it to a specific person, enter the plus (+) sign and their email in the comment text, for example +cassy@solarmora.com.
      The person can make their changes and reply to your comment.
    4. When you’re satisfied with the outcome, click Resolve.
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  • 3. Schedule follow-up meetings to get status updates
    1. In Calendar, click an empty time slot in the calendar grid and click Event. You can also click Create
      add
      .
    2. (Optional) To create an event using another calendar, next to your name, click the Down arrow arrow_drop_down and select the calendar.
    3. Add an event title, date, and time, and then click More options or   SAVE.
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