Inviting External (non Stony Brook Google Accounts) to a Google Hangout

Audience: Clubs, Faculty, Guests, Researchers, Staff, Students and Teaching Assistants

This KB Article References: Google Hangouts
This Information is Intended for: Clubs, Faculty, Guests, Researchers, Staff, Students, Teaching Assistants
Last Updated: September 27, 2016

By default, Hangouts created from your @stonybrook.edu email address are limited to guests within the Stony Brook domain (those that have an @stonybrook.edu email address). To allow others to join, you need to change this setting. You will need to do this if you want @stonybrookmedicine addresses to join the Hangout.

Quick Start

  1. Join/Create Hangout
  2. Make the Hangout accessible to those outside Stony Brook Google Accounts
  3. Share the link with guests
  4. Accept guests

Full Directions

  1. Join/Create your Hangout
    1. If you've already made a Hangout in Google Calendar:
      1. Go to calendar.google.com, sign in (email and NetID password), click on the event with your Hangout, and then click "Join meeting: [Hangout-title]"
        click Join meeting
      2. Click on "Join" (you must join the call before you can make any changes to the sharing settings) 
        click Join to join meeting
    2. Or to start a Hangout from Hangouts
      1. Go to hangouts.google.com, sign in (email and NetID password), and select "Video Call"
        start via hangouts
      2. Click "Start or Join Hangout" and enter a Hangout name. Then click the arrow to continue
        start a new hangout   name hangout
  2. Make the Hangout accessible to those outside Stony Brook Google Accounts:
    1. Click the meeting room name (top-right corner) to change the settings
      meeting room name

    2. Click "Change" next to Stony Brook University only meeting, and then click "Allow"
      Allow people outside stony brooka
  3. Share the link to the Hangout with your guests:
    1. Copy the link (it looks like https://hangouts.google.com/hangouts/_/stonybrook.edu...) and then paste it into email, chat, or the Description field of a calendar invitation
      copy hangout link
  4. Accept outside guests:
    1. When external guests click on the link in their email, they'll be prompted to enter their name to request to join
      request to join external 
    2. You'll be prompted when the external guest requests access. Select Accept to allow the person to join (or Decline)
      accept request for access 
  5. If you're not yet ready to begin the Hangout, end it by mousing over to the top of the window and clicking the red phone icon. Your Hangout will still be available and as you set it up when you are ready to use it.

Additional Information


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