Getting started with Meeting

The Meeting in the eMail Suite application facilitates scheduling and conducting online meeting. With its intuitive interface and comprehensive features, Meeting enables seamless collaboration across all devices and platforms. Whether you're hosting a team meeting or delivering a presentation, Meeting helps you to communicate effectively and engage your audience.

System Requirements

Meeting is a web-based conferencing tool that facilitates streamlined online meetings and webinars. It works well with all modern browsers, operating systems, and mobile devices.The following system requirements are applicable to presenters, participants of online meetings, and attendees of webinars.

Hardware Requirements:

• Desktop/laptop with compatible OS
• Built-in/plugged-in/wireless speakers and microphone
• Web camera if video is required

Bandwidth Requirements (upload/download):

Audio
 

Video
 

Screen Share
 

Compatible Operating Systems:

• Windows 7 (Version 6.1 and above)
• Mac 10.15 and above
• Linux - All Operating Systems that support the latest Chrome and Firefox browsers.

Supported Web Browsers:

• Chrome - 55 and above
• Firefox - 54 and above
• Microsoft Edge (Version 79)
• Safari (Supported only for Webinar attendees)
• Meeting iOS and Android apps for starting and joining meetings
• Meeting webinar mobile appis solely designated for joining webinars.
• Supported versions: iOS 12.0 (iPhone 5S or later, iPad Pro, iPad Mini2, iPad 4 or later, iPod touch 6th generation) and above,
• Android 5.1 and above

Scheduling an Online Meeting

Online meetings save travel costs and are easier to set up than physical meet-ups. In Meeting, all you need to do to set up a meeting is provide the details of the meeting and the email addresses of participants in the Schedule meeting form. Your participants will receive email invitations using which they can join the meeting at the scheduled time. The invitation will also carry RSVP, help links on how to join meetings through phones, and system requirements to join meetings using a computer. You can also add meetings to your calendar and set up reminders.

Steps to schedule a meeting:

1. Log in to https://mail.mgovcloud.in/
2. Click Meeting application from the dashboards top-menu and then click Schedule.
3. Enter the title, date, time, and duration of your meeting.
4. By default, it will auto-populate the timezone set under My Settings. Change the timezone, if required. You can click the drop-down menu to select a different time zone.
5. By default, you will be the presenter of the meetings that you schedule. Use the dropdown arrow next to the presenter's name if you wish to assign the presenter role to other members in your organization. An email will be sent to them notifying them about the same.
6. In the Participants field, invite participants by entering their email address.
7. Enter the Agenda for your meeting.
8. Click More Options to schedule recurring meetings, to set email reminders, or to add third-party audio conferencing services. Otherwise, click Save.

For Recurring meeting

1. Click More Options, check Recurring Meeting to schedule recurring meetings. This will open additional recurrence options.
2. Under Repeat Type, select how often you need the meeting to recur: Daily, Weekly, Monthly. 
3. Specify how your meeting will repeat, the amount of occurrences, and when it will end. You can have the recurring meeting end on a specific date or after a certain number of occurrences.
4. Set reminders at multiple times before your meeting starts. Reminder emails will be sent to participants based on this setting.
5. Click Save. 

Conduct an instant meeting

1. On your Meeting Home page, click Meet now.
2. Share the joining link with your participants through email or chat.