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Quick Tip: Set up a Google+ Hangout for web conferencing

Scott Matteson shows you how to quickly start a web conference via Google+ Hangout.

There are many web conferencing services out there, but I've found some of them cumbersome to use, especially when I need to rapidly connect with someone. Google+ Hangouts can get the job done quickly and reliably - and, best of all, it can do it for free. Note: you can add a maximum of 10 people to each Hangout.

What you will need

  • A Google account (not required for the other participants)
  • A computer, tablet or smartphone with Internet access
  • A webcam with a microphone, speakers/headphones, and the Google video chat plug-in to use audio/video conferencing services (if applicable)

    Getting started

    Access https://hangouts.google.com or click "Start a Hangout" in the upper right of your Google+ screen. (Figure A)

    Figure A

    This will open the "Start a Hangout" window. (Figure B)

    Figure B

    You can select people in your Google+ Circles on the right, or add participants by name (which will reference their Google account) or email address.

    Name your hangout as shown in the example (Figure C), where I've added Ted Long.

    Figure C

    Click Hangout. The recipient(s) will receive an email from Google+ notifying them of the invite. (Figure D)

    Figure D

    When they open the email they will see something similar to Figure E.

    Figure E

    Once they click "Join hangout" a separate window will appear where they'll have to click "Join" again to confirm (skip ahead to "Using the Hangout").

    If the recipient has a Google account and is signed in, the process is even quicker. They'll receive a notification on the upper right of their Google screen. (Figure F)

    Figure F

    Clicking the notification will bring up the following. (Figure G)

    Figure G

    They can click the > arrow to proceed. (Figure H)

    Figure H

    Clicking "Hang out" will take them to the Hangout window. A chime will sound on your system signifying the connection has been established.

    Using the Hangout

    Figure I

    If you're using a video camera, the Hangout window will show the person to whom you're connected in the center, and your webcam will display your own image at the bottom. Two-way audio will start working right away, assuming all participants have sound and microphones.

    There are also several options in the left side toolbar:

    • Invite people - lets you add more people to the conference
    • Chat - lets you use text chats to communicate
    • Screenshare - lets you share your screen (you can choose which monitor to show if you have more than one) or just one open application with the participant(s). They can do the same. Note remote control of another participant's screen is not currently possible in a Google+ Hangout.
    • Google Drive - lets you collaborate on files with participant(s) and create shared notes/use a shared sketchpad.
    • Google Effects - lets you use sound and video effects to add a little humor to the Hangout.

    Ending the Hangout

    Any participant except the originator can leave then re-enter the hangout as desired using the original steps. Once the originator leaves the hangout, it's over, and it will need to be set up again for others to re-join.

    Also read:

    About

    Scott Matteson is a senior systems administrator and freelance technical writer who also performs consulting work for small organizations. He resides in the Greater Boston area with his wife and three children.

    7 comments
    sparshgera
    sparshgera

    Google+ is awesome but one can also use Vivo Meeting for their unified conferencing requirement. It is web based with high quality audio. www.vivomeeting.com

    mikeroger
    mikeroger

    Google+ is an excellent web conferencing tool. Additionally, one may even deploy on premise RHUB web conferencing appliances in order to conduct webinars, web meetings, online meetings etc.

    ppointer
    ppointer

    As I have found with quite a few Google products, they always sound simpler to use than they actually are in practice. The replacement I have been using lately is zoom.us -- requires a small app on each machine, but still free for 10 people. Just seems to work better, and is so simple to use when compared to Hangouts.

    hug.login
    hug.login

    Sounds really good but doesn't work for me! Instead of a "Join me" button I get an email where I have to join Google+ first before I can participate a hang out. That's not what I expected.

    Mark W. Kaelin
    Mark W. Kaelin

    Last year we ran a poll that revealed Google+ Hangouts were not being used very often by TechRepublic members. I am wondering if that has changed; are you using Hangouts more often now?

    hug.login
    hug.login

    Just found meetings.io. Runs in your browser and doesn't require to create an account. Looks promising and I'll definitely try it. Just don't want that my colleagues have to create a Google+ account just for a hang-out session!