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Introduction

SmarterMail provides a built-in Online Meetings feature that enables users to host secure video meetings directly from their webmail interface. This functionality streamlines internal and external collaboration by eliminating the need for third-party video conferencing platforms, offering a seamless integration between email, calendar, and virtual meetings.

Unlike common misconceptions, administrator or domain administrator privileges are not required to schedule or host a meeting. As long as the Online Meetings feature is enabled by the hosting provider, any mailbox user can create a meeting, set a date and time, and send invitations with join links to participants.

There are two main ways to create an online meeting in SmarterMail:

• Using the Online Meetings menu via the top-right More dropdown
• Creating an event from the Calendar and enabling the Create Online Meeting option

This article focuses on the first method, which is ideal when a user wants to create a quick meeting with invitations, without associating it with a full calendar event.

The guide is useful for individual users, teams, or organizations using SmarterMail for collaboration. It applies to SmarterMail version 17.x and newer, particularly when configured with integrations such as Jitsi Meet or Zoom via the SmarterMail Marketplace.

Prerequisites

• SmarterMail version 17.x or newer
• A valid user mailbox with login credentials
• Online Meetings feature enabled by the hosting provider or system administrator
• A supported video meeting integration (e.g., Jitsi, Zoom)
• Email addresses of attendees to invite

Step-by-step Guide

Step 1: Confirm Online Meetings is Enabled

Ensure that the Online Meetings feature is enabled for the domain.

Step 2: Log in to SmarterMail

Use a standard mailbox account (no admin rights required) to log in to SmarterMail via the web interface.

Step 3: Open the Online Meetings Menu

At the top-right corner of the interface:

• Click the More menu (represented by three vertical dots).
• Select Online Meetings from the dropdown.

Step 4: Create a New Online Meeting

Click the New button to open the meeting creation form.

Step 5: Enter Meeting Information

Next, it pormpt anothe window. Fill out the required fields:

• Meeting Name: Title of the meeting
• Start Date and Time
• Duration
  
• End Behaviour
• Password (optional)
• Description (optional)

Step 6: Invite Attendees and Send Invitations

Once saved:

• A Meeting Link is generated (visible at the bottom of the meeting settings panel).
  

• You can click the meeting link to directly join the room.

• You can also copy the link and share it manually. Scroll down on the left panel to Meeting Link section.
  

Conclusion

SmarterMail allows any user to create online meetings and send out invitations, provided the Online Meetings feature is enabled on the server. This functionality helps streamline communication and reduces dependency on third-party conferencing platforms. Users can easily create and manage virtual meetings through the Online Meetings menu without requiring admin privileges.

For calendar-based meetings, users may also choose to create an appointment through the Calendar and enable the Create Online Meeting option.

Further resources:

• How to Create Online Meetings from the Calendar in SmarterMail

Should you have any inquiries about the guidelines, please feel free to open a ticket through your portal account or contact us at support@ipserverone.com. We’ll be happy to assist you further.