Outlook Add-in

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

Installing the SalaX Secure Messaging Outlook Add-in

The SalaX Secure Messaging Outlook Add-in can be installed from the Outlook Add-in Store or deployed by the organization’s IT administrator.

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.

NOTE. Depending on your organization, the add-in may also be deployed automatically by your IT administrator. A manifest file is available to on-premises customers upon request.

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

First-time use: Sign in

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

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

NOTE. 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.

Quick meetings (one-click scheduling)

Quick meetings are designed for fast scheduling with minimal interaction.

Quick internal meeting

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

Quick external meeting

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

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.

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.

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.

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

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

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.

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.

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

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