Google Meet and Chat

Core App

Hangouts Meet

Video meetings for all

Core App

Hangouts Chat

A messaging platform built for teams

Beginning September 27, 2018 the new Hangouts Chat will be available for all NC State G Suite users.

You’re probably familiar with Hangouts as a product that allowed both chat and video calls from within the Gmail interface. In order to better focus on those two functionalities, Google has split the service into two separate products (Hangouts Meet and Hangouts Chat) and is working to extend their functionality. Hangouts Meet was enabled late Spring 2018 and Chat in Fall 2018. While Google has announced that these new items will replace classic Hangouts completely, no official time line has been announced.

Classic Hangouts

Hangouts Meet

Hangouts Chat

Resources/Support Links

Classic Hangouts

Classic Hangouts

Classic Hangouts chat and Hangouts video calls will be available for use until support ends from Google.

Classic Hangouts chat will still be available for NC State users in the following instance:

  • If classic Hangouts chat is enabled in the user’s Gmail Interface.
    • To turn off classic Chat and use the new Chat client once available, select the Settings Gear in Gmail’s Inbox, then choose Settings and choose “Chat Off” from the Chat tab. Visit the G Suite Learning Center to learn how to enable the new Chat.

 

Classic Hangouts video calls will still be available in the following instances:

  • If starting a video call from classic Hangouts chat
  • If added to a previously scheduled recurring Calendar meeting with Hangout attached –
    • We strongly encourage meeting managers to update recurring Calendar meetings to include a new Hangouts Meet in these instances.
    • For more information on the difference between classic Hangouts and Hangouts Meet, visit the G Suite Learning Center.

Hangouts Meet

Hangouts Meet

Meet replaces Classic Hangouts video calls with no option to switch back.

Product Highlights

  • Up to 25 participants
  • Dial-in phone number and dial-out capability
  • Allow external invitees with one click (no Gmail account required).
  • Supported platforms: Chrome or Firefox web browser, Android, iOS, Hangouts Meet hardware / Chrome devices for Meetings
  • Join meetings via web browser, Google calendar, Meeting link URL, Hangouts Chat, etc. See Join a Video Meeting for additional information on joining meetings.
  • Screen sharing and screencasting
  • Ability to send chat messages in video meeting

Known Limitations

  • Only works with Google Chrome and Firefox browsers and mobile apps available for iOS and Android
  • Cannot direct add/invite from within the meeting, instead must share a link via chat, email, or other means

Start a Meet

NC State users can currently start or join a Hangouts Meet by:

  • Visiting meet.google.com
  • Adding a Hangouts Meet to the Conferencing field in Google Calendar events.

For more information about Hangouts Meet, see the G Suite Learning Center.

Hangouts Chat

Hangouts Chat

Whether in a 1:1 chat or a dedicated group workspace, the new Chat makes it easy to collaborate with your team in an organized way. Share and discuss Docs, Sheets, and Slides all in one place.

Direct Messages

Direct Messages are private conversations you can send to one or more individuals. These messages are private conversations between you and other people. Once a direct message is initiated, no additional participants may be added, so the conversation remains private.

From the new Chat client available via a web browser or stand alone apps for Windows, Mac, Android and iOS, you can easily communicate via text, send a file, share a document from Google Drive or easily start a Hangouts Meet session with all participants in the message. You can edit previous messages and add formatting for added clarification.

Retention: Per OGC,  Direct Messages will have history off  by default. This means that new conversations are permanently deleted in 24 hours. Individual users may turn history on for a particular direct message, however, all parties must agree to have history on.

Users should avoid discussing the following topics in Hangouts Chat:

  • personnel topics
  • sensitive data (https://go.ncsu.edu/data-framework)
  • conversations that need to be archived/retained for longer than 18 months
  • meeting minutes – should be archived to permanent format such as Google Doc
  • process documentation

Rooms

With Chat, a new mechanism for communicating is available called rooms. Rooms exist as places where you and your team can communicate, share files and other online resources and work together on tasks.

Conversations are organized into different conversation threads in rooms, so you and your team can discuss multiple subjects at the same time. Rooms are persistent, so you can easily pick up where your team left off to continue the conversation or start a new thread all together.

In addition to inviting individuals, you also have the capability of inviting an existing Google Group to a room. Anyone who is a member of that group will have the option to join a room.

Room chats stay around and their history is persistent and will be handled by Vault.

Retention:  Hangouts Chat Rooms retention is handled via Google Vault and per OGC, will have an 18 month retention period. Retention is calculated on each individual message from the time of original post. For example a message posted on 10/1/2018 would be available until 4/1/2020.

Users should avoid discussing the following topics in Hangouts Chat:

  • personnel topics
  • sensitive data (https://go.ncsu.edu/data-framework)
  • conversations that need to be archived/retained for longer than 18 months
  • meeting minutes – should be archived to permanent format such as Google Doc
  • process documentation

To learn more about the new Chat along with how to get started collaborating and managing Chat, visit the G Suite Learning Center.

Limitations

  • Currently only available for use between NC State accounts; Chat does not currently support chatting with other G Suite domains.
  • Chat room content retention of 18 months and discoverable in Vault
  • Use via Webclient or download the Chat app (currently available for Windows, Mac, Android and iOS)

Manage Chat History

  • Old Room chats remain accessible to members of that particular Room Chat for as long as the retention rules allow (18 months at NC State)
  • Members can search their Chat History for specific Room Chats
    • Search by document type, user, images, PDFs, etc.
    • Only covers Room Chat and Direct Messages where history is enabled
  • For Google Admins, Room Chat history is available for searching in Vault

Support links

Accessibility

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