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Outlook Add-in

1. What is the SalaX Secure Messaging Outlook Add-in?​

The SalaX Secure Messaging Outlook Add-in allows you to schedule and manage SalaX meetings directly in Microsoft Outlook.

With this add-in, you can:

  • Quickly add a SalaX meeting to an Outlook calendar event
  • Choose between internal and external meetings
  • Reuse existing SalaX meeting rooms
  • Create new SalaX video rooms with custom names
  • Automatically insert meeting details and join links into the event body

2. Installing the SalaX Secure Messaging Outlook Add-in (SaaS customers)​

This step is required before first use.

For SaaS customers, the SalaX Secure Messaging Outlook Add-in is installed from the Outlook Add-in Store.

Installation steps​

  1. Open Microsoft Outlook
  2. Go to Get Add-ins (or Add-ins)
  3. Search for SalaX
  4. Click Add

After installation, the SalaX menu becomes available in the Outlook calendar event toolbar.

Depending on your organization, the add-in may also be deployed automatically by your IT administrator.

3. Where to find SalaX in Outlook​

  1. Open Outlook Calendar
  2. Create a New event (or open an existing event you organize)
  3. In the meeting toolbar, open the SalaX menu

You will see:

  • Quick internal meeting
  • Quick external meeting
  • Configure a meeting

4. First-time use: Sign in​

Before creating or configuring SalaX meetings, you must sign in.

4.1 When sign-in is required​

If you click Quick internal meeting or Quick external meeting before signing in, the add-in will display a message prompting you to sign in.

Recommended first step:
Open SalaX → Configure a meeting to complete sign-in.

4.2 Sign-in steps​

  1. Open Configure a meeting
  2. Enter your Matrix homeserver in the field:
    • Enter your homeserver…
  3. Click Sign in
  4. A login dialog opens — sign in the same way you normally sign in to SalaX Web
  5. After successful login, the add-in loads your available meeting rooms

5. Quick meetings (one-click scheduling)​

Quick meetings are designed for fast scheduling with minimal interaction.

5.1 Quick internal meeting​

Use Quick internal meeting to immediately add or update an internal SalaX meeting in the event.

5.2 Quick external meeting​

Use Quick external meeting to immediately add or update an external SalaX meeting in the event.

5.3 How meeting and room names work in Quick meetings​

  • If the event title is empty:

    • The add-in automatically generates a meeting name and room name
    • No user input is required

  • If the event title is already filled:

    • The add-in respects your input
    • The meeting and room name are derived from the event title

This behavior is the same for:

  • Quick internal meeting
  • Quick external meeting

Tip: Enter or edit the event title before clicking a Quick meeting button if you want a specific room name.

6. Configure a meeting (choose or customize the meeting room)​

Use SalaX → Configure a meeting when you want more control over which SalaX room is used for the meeting.

This option is especially useful when:

  • You want to reuse an existing meeting room that you or your team already use regularly
  • You want to create a new video room with a custom name
  • You want to explicitly choose between internal and external meetings

After opening Configure a meeting, the SalaX panel appears on the right side of the event editor.

6.1 Internal Meeting (reuse existing rooms)​

When Internal Meeting is selected:

  • The add-in loads existing internal rooms from your homeserver
  • These rooms are typically:
    • regularly used team rooms
    • recurring meeting rooms
    • internal video rooms created earlier

You can:

  1. Search for a room using Search meeting rooms
  2. Select an existing room to attach it to the event

This is the recommended option for:

  • recurring internal meetings
  • team meetings that always use the same room
  • meetings where participants already have access to the room

Depending on the selected room, participants may have access to previous conversations.
The add-in shows an information note when this is relevant.

6.2 Creating a new video room with a custom name​

If you don’t want to use an existing room, you can create a new one.

Under the room list, you’ll see:

  • Or create a new video room
  • Field: Enter room name
  • + button

Steps:

  1. Enter a custom room name
  2. Click +
  3. The room is created and selected automatically

Room behavior depends on the selected meeting type:

Internal Meeting

  • The new room is public (internal)
  • Anyone with access to your homeserver and the meeting link can join
  • The room does not appear in the public room directory

External Meeting

  • The new room is private (external)
  • Additional organizers can be managed from SalaX room details

6.3 External Meeting (guest-focused meetings)​

When External Meeting is selected:

  • The add-in focuses on meetings intended for participants outside your homeserver
  • You can:
    • select an existing external room, or
    • create a new external video room with a custom name

External meetings are typically used for:

  • meetings with partners or customers
  • guest presentations
  • cross-organization collaboration

7. What gets added to the Outlook event​

Once a room is selected or created, the add-in automatically inserts meeting details into the event body, including:

  • SalaX Secure Messaging
  • A Join the meeting now link
  • The selected video room name

This allows invitees to join the SalaX meeting directly from the calendar event.

8. Signed-in user and Sign out​

At the bottom of the SalaX panel, you can see:

  • Signed as <your user ID>
  • Sign Out

Use Sign Out if you need to switch accounts or homeservers.

9. Troubleshooting​

Quick meeting asks me to sign in​

You are not signed in yet.
Open Configure a meeting and complete sign-in first.

My meeting name is not what I expected​

  • Quick meetings generate names automatically if the event title is empty
  • Enter a title first if you want to control the meeting and room name

External participants cannot join​

Make sure you used:

  • Quick external meeting, or
  • the External Meeting tab in Configure a meeting

Rooms do not appear​

  • Check your internet connection
  • Confirm the homeserver address is correct
  • Sign out and sign in again

10. Summary: Which option should I use?​

  • Quick internal meeting
    → Fast internal meetings with minimal setup

  • Quick external meeting
    → Fast meetings with external participants

  • Configure a meeting
    → Reuse existing rooms or create custom-named rooms with full control

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