Using SmarterMail Team Workspaces

One of the many important and useful tools included with our Enterprise class Email Software by SmarterTools is collaboration via video chat with their Team Workspaces. This feature is easily initiated and will not require any user to download any software or app. The only requirement is an internet connection and browser. These qualities alone make it a viable option for those looking for an easy solution for video chat, screen sharing, and file sharing. A quick and hassle free option for completing these tasks is an available feature for our hosting clients. Let’s get into the details on setting up your meeting spaces.

To begin the process you will need to log into your Skynet Solutions email account. Then click the Team Workspaces tab located on the top navigation area. See image below – click to enlarge.

Team Workspaces Button

Unless you have already been using this feature the page will be mostly blank. Click the “New” button at the top of the page. See image below – click to enlarge.

new button

A pop-up window will then allow you to begin filling out the meeting details. All of your created meetings will populate the Workspace page area so that you can return to any of them at a later date. I will have a screenshot of what this would look like at the end of the article. Set a meeting title and insert a password. Setting a meeting password is optional and this option can be changed after the meeting has been set up. See example image below – click to enlarge.

Initial Team Workspace Setup

Once the meeting area has been set up it will prompt you to begin via a pop-up. The next window will allow you to set and test your camera and microphone. Once you have completed setting those items click the “Join Video Chat” to start the meeting space. See example image below – click to enlarge.

setting up conference call

The meeting space screen should be somewhat familiar to anyone who has used a video conferencing software but I will go through all of the important items below. Please refer to the numbered hands that I will reference from the example image below – click to enlarge.

Video conference controls

At the top center of the screen (1) are your basic controls. These are, from left to right, for stopping your camera, muting your microphone, screen sharing and ending the meeting session. The screen sharing button will bring up a window that will allow you to choose what to share. You can share specific windows, applications or screens. See example image below – click to enlarge.

screen sharing

At the top right of the screen (2) you will notice four more tabs. These are, from left to right, for accessing the chat, accessing file storage, viewing attendees, and your meeting settings. Each of these tabs will re-populate the right side vertical column. The file storage icon will display all of the items that have been uploaded for this meeting as well as all of the items that were uploaded into the chat (3). The attendees tab will allow you to view and control your meeting users. You can also quickly grab the meeting link from the top of this section. The settings tab will provide basic settings for the meeting as well as settings for your device. You can also get the meeting link from this section. See settings example image below – click to enlarge.

Team Workspaces Settings

All meeting spaces will be displayed much like is seen the screen shot below. They can be organized in the left column. You can delete or copy the meeting link via the triple dots located in the top right of each meeting space block.

Team Workspaces

Files can be added to specific meeting folders before, during or after the meeting for access from team members. You can do this by clicking the File Storage tab from the top navigation. See example image below – click to enlarge.

Team Workspaces File Storage

Those are the basics for using your built in SmarterMail tools included with your Skynet Solutions Hosting account. I hope you found this article helpful.

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Video Conferencing and File Sharing with your Hosting Package

All of our Business Hosting Packages include email hosting, which also means that you have access to our provided email software SmarterMail. This provided email software has many features but I would like to concentrate on a few features that you may not be aware of and have complete ability to utilize. Eliminate third-party services and streamline your workflow with these easy-to-use built in Video Conferencing, Screen Sharing, and File Sharing tools.

There are plenty of video conferencing options available to choose from these days, however most of them require an account, a download or an app installation just to attend. There is nothing worse than wasting time trying to agree on a video conferencing app that your clients already have, prefer or have used in the past. This is where utilizing the available video conferencing software included with your Skynet Solutions Business Hosting package can shine. Create a meeting space and share a link to your client or viewer within seconds. The link will not require any sign up or download as its browser based and will only require an internet connection. It’s a simple one click process before being presented with very familiar video conferencing controls and interface. See our walk-thru guide here.

Screen Sharing Options

Meeting organizers have typical video conferencing control options like restricting guests, setting permissions, quality settings and password protecting meetings. Organizers and attendees can share their entire screens, specific applications or individual browser tabs during the meeting. Once a meeting workspace has been created it can be used multiple times or used as an ongoing meeting space.

Video Conference Meeting Spaces

Shared files and file storage are stored in SmartMail’s integrated File Storage area, making it an easy to access and download files even after the meeting has ended. After uploading files to your dedicated storage area you can send a link for download or set a secure password to allow for file downloading.

File Storage

This was just a quick synopsis of two very important and available tools that you might not have been aware of. Please view our walk-thru guide on using these features in the blog article link below.

See our walk-thru guide for using SmarterMail Video Conferencing and File Sharing here:


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