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NICOLETTE STEPAKOFF: Hey, Nicolette here.
I'm a Google Workspace specialist
focused on public sector.
And today, we will be discussing helpful Google
Meet host controls.
Google Meet host controls allow the host
to regulate how some of the features
are used during your meeting.
As a meeting owner, you have more control
over when folks can join your meeting or do things like block
their screen sharing and text chats.
Before we dive in, it's important to note
that these controls are for those
who create the meeting, or the meeting organizer,
and those that the meeting organizer has assigned
the co-host role.
Let's review the interface of Google
Meet before we go into the fun stuff of adding a co-host
and setting up your meeting with breakout rooms and whiteboards.
In the lower left, you have the time.
You have that awesome meeting code.
To the right, you can mute and unmute yourself.
You can turn your camera on and off.
You can add closed captioning if you want to.
I'm muted right now so I don't get this awesome echo,
so I'm not going to click on closed captioning.
You have the ability to raise your hand.
Let's say you want to raise your hand because someone else is
speaking, and you don't want to interrupt them.
This is a nice nudge to let people know
that you have something to say.
You can share your screen.
So maybe you want to present your entire screen.
Now, please note that this means everybody
will see what's going on on your screen,
whether you get a new email pop-up or a chat notification,
so be mindful here.
You also have the option to show just a window.
This is great because people won't
see if you get new meeting pop-ups or chat messages.
It's only going to show that specific window.
And a tab-- this is great if you're
going to show a YouTube video or any animations.
This is only going to show a Chrome tab.
Again, they won't be able to see anything else that's
going on on your machine.
Just to the right of that, you have that awesome skinny
snowman.
Here, you have a whiteboard option,
so if you want to start a whiteboarding
session, a new whiteboarding session,
or maybe choose one that's preexisting from Google Drive.
I'll close out of this for now.
Move your gaze back to that skinny snowman.
You have the option to record a meeting.
Please note that not everybody will
have this option, only organizers and only organizers
with the SKU that includes meeting recordings.
Moving your gaze down a bit more,
you have the change layout.
Here, you can decide whether you want
Google Meet to automatically adjust
as folks join the meeting, tiled view-- that's
kind of like "Brady Bunch--" spotlight, or that sidebar.
Close out of this for now.
Back in that skinny snowman, just a few more settings.
You can choose full screen, visual effects
allows you to change your background, closed captioning,
the ability to dial in your phone or dial out,
and lastly, you have those settings.
Here's where you can set up your audio and video settings,
and you have those awesome host controls.
We'll come back to this in just a minute.
I'll close out of this for now.
All the way to the right, you have your participants.
Here, I can actually select the skinny snowman,
and I can assign Marty as a co-host.
In the lower right, you have a chat bubble where
folks can chat back and forth.
And then you have this square with a triangle and a circle.
Here, you can create breakout rooms, polls, Q&A, recordings,
and do that whiteboarding session.
Let's close out of this and hop back into our host controls.
The lower portion of your screen,
we'll grab that skinny snowman, and we are going
to go into our settings here.
On the left, we'll choose host controls.
Now, by default, notice that my host controls were on.
That's because I have enabled them previously.
If you have not enabled host controls in the past,
these will be off by default, so it's going
to turn everything off for me.
Notice these jellybeans turn off on the right side.
If you want to turn them on, click that jellybean,
everything will turn on.
Now, this means that folks can share their screen.
They can send chat messages.
They can turn their microphone on and off,
and they can turn their video on and off.
Let's say you don't want folks to share their screen.
Over to the right, you're going to turn that little jellybean
off.
Same thing with chat.
I don't want folks to chat.
We'll toggle that little jellybean off.
Now folks can mute and unmute themselves and share
their video, but nothing else.
Scrolling down a little bit more here, you have quick access.
Notice it's on.
Here, that means hosts have to join the meeting first.
Only those who've been invited will
be able to join without a virtual knock.
And then only the host can dial out of the meeting.
Lastly, and probably one of my favorite settings,
is attendance tracking.
This means that, at the end of my meeting,
I will get a Google Sheet with the first and last name, email
address, and the duration of time
that each individual was on my meeting.
I'll go ahead and close out of this for now.
So now that my meeting is set up,
I want to create some breakout rooms.
From the meeting itself, I can create a breakout room
by selecting that triangle with the square and the circle,
and I can choose breakout rooms.
At the top, we'll choose the pencil icon that
says set up breakout rooms.
Now, there's only two individuals in this meeting,
so we're not going to have an option to create
a lot of breakout rooms.
But the number of breakout rooms will increase
as folks join your meeting.
Over to the right, you have a timer option.
So let's say you want breakout rooms to be 10 minutes.
This means that, at 10 minutes, folks
will be automatically placed back into the main call.
If you had a lot of folks in your breakout rooms,
and you had multiple breakout sessions
that you're going to run for a meeting,
you can actually choose the shuffle button.
This is going to shuffle the individuals
in the breakout rooms so folks aren't
meeting with the same people in every breakout room session.
And lastly, you have the option to clear.
This is going to clear out all the settings
so you can start over.
Before we go ahead and open our rooms,
also note that you can click and drag individuals
to different breakout rooms.
And you can click on the breakout room itself,
and you can name them.
So maybe I want to call this Docs room.
When we're ready in the lower right, we'll choose Open rooms.
Your users will get a pop-up saying, hey,
you want to join that room?
We'll go ahead and say Join.
And now you're part of a breakout room.
At the top, you see how many minutes
you have left in this breakout room.
And you have the option to the right
to leave the breakout room.
You will then be placed back in the main call.
Now, as the organizer, I can see all the breakout rooms,
and I can join all the breakout rooms.
Your individual participants, though,
will only see their room and the main call.
Once I'm done, I can always close the rooms,
and that will force everybody back into the main call.
Now, let's say you want to set up breakout rooms before you
even join the meeting.
I'm going to hop back into Google Calendar here,
and I'm going to set up a meeting for next Tuesday.
And I'll just call this Team Meeting with Break out rooms.
And I'll add Marty.
There we go.
Now, under your Google Meet settings,
you have this donut icon.
If I click on the donut icon, I have the option
to set up some host controls and breakout rooms prior
to even starting the call.
So I can get all of this set up so I
don't have to worry about joining the meeting early,
setting up breakout rooms, adjusting my host controls.
I do all that during the meeting invite process.
Woo-hoo!
We just discussed a ton of host controls.
Be sure to check out the description
below for helpful links and step-by-step instructions.
Have you been curious about Drive shortcuts
and how to best use them?
In our next video, we will dive into what Drive shortcuts are,
how to properly share documents to ensure access,
and ways to customize your folders.
Thank you for joining us today, and be
sure to subscribe to the Google Workspace YouTube
channel for more updates.
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