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Start and schedule Google Hangout calls from Outlook

posted Jun 25, 2014, 8:33 AM by Tania Jordan

Those of you who have ever tried to start or schedule a Google Hangout know how cumbersome it can be at times to simply start a new Hangout, right? 

Well I have some good news for CGXchange users that use Outlook: you can now start and/or schedule Google Hangout meetings directly from Microsoft Outlook with the click of a button! How? Follow the steps suggested in this tutorial to get started:

Step 0. In order to use Google Hangouts in the first place, you need to enable your Google+ profile on CGXchange. If you haven't done this yet, please check this tutorial for instructions to learn how to setup your G+ profile: Web conferencing with Google Hangouts; then move on to Step 1.

Step 1. To start a Hangout from your Outlook, you first need to download and install the Hangouts for Microsoft Outlook PluginHangouts for Microsoft Outlook Plug-in.
[Note: A plugin is a software that gives additional functionality to your browser (Chrome, Firefox, Internet Explorer, etc.) and you will need admin rights on your computer to install this plugin. If you do not have admin rights on your computer, please ask your local Helpdesk for support]

Step 2:Once the plug-in is installed, you will need to restart Outlook to ensure the new icons 'Start a new Hangout' and 'Schedule a Hangout' appear in your Outlook:

Using the plug-in from Outlook:

Start a new Hangout -  clicking here will automatically start a new Hangout session so you can invite users to join the call with you in that moment:
  •   Click on Join
  •   Click on Invite - write the name / lastname of the people in CGIAR you want to invite. Their names will automatically be displayed: 

Although you will receive a message telling you that people external to CGIAR (CGXchange) are not allowed, 
you can invite other non-CGIAR users by clicking on 'Allow'.

Please ensure the external users have a Google account and Google+ profile created with their account. By adding the external users, they will automatically receive your call notification to join the meeting. 

Schedule a Hangout - click to schedule a Hangout meeting. This will open a meeting request page with the link of the Hangout meeting. Add the details of the meeting request and add users in the 'To' as you normally do in Outlook. Click on 'Hangout settings' to add the Hangouts domain: cgxchange.org being used for the Hangout. Review the others settings there and then click on OK:

Note: You will need to ensure you are logged in with your CGXchange account to be able to start the session the day of the meeting. 

Finally, for your information: we have enabled Google+ premium features and Google Hangouts on Air on CGXchange which would allow you to broadcast your hangout as an option for delivering large presentations, trainings or demonstrations. Enjoy!

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