How to add a signature to a Teams meeting request in Outlook

With the growing interest and usage of Microsoft Teams, people are creating more online meetings than ever. And since you can easily invite others to a Teams meeting using Outlook, that’s what most people do. Did you know that you can easily add a signature to such a meeting invitation? This article shows why you should do it and how.

Add a signature to a Teams meeting request

What’s wrong with the default Teams meeting request?

Meeting invites, although they are sent via email, differ from a standard message type. By default, a Microsoft Teams meeting request includes a default Teams signature just below the meeting description:

Microsoft Teams meeting request - default

This predefined signature does exactly what it is designed for – it contains the link which enables your recipients to join the meeting. It also lets them learn a bit more about Microsoft Teams. The problem is there are some quite important elements missing:

  • The Teams invitation is completely deprived of your company’s branding.
  • Your email disclaimer is not there.

This lack of information can be a big deal for internal meetings, and it’s completely unacceptable if you use Teams invitations for your external meetings.

Why add signatures to your Teams meeting invitations?

First – there’s branding. The default Teams meeting request doesn’t include any information about you or your company, except from your email address and information in headers (which normal users know nothing about). Your recipients will most probably think twice before clicking any links if they are not sure where the meeting invitation comes from. You might want to promote and strengthen your brand by showcasing your corporate identity whenever possible. With every branded invitation sent, you build trust and bond with your recipients.

There’s also the legal aspect. There are situations in which you need to include a legal disclaimer in your communication. Meeting invitations are no exception.

Learn more about why you might need an email disclaimer

When it comes to internal meetings, you might think that it is less important. However, there is the security aspect. That’s right, branding your invitations and emails adds an additional security layer against phishing. The most commonly used phishing methods are based on standard notifications and templates, so that they can be sent out to pretty much anyone. Changing the default meeting signature will let your users immediately see that something is off.

Besides, it looks much better if your communication is consistent across all channels. That’s why you may want to change this default invitation signature, especially since adding your own isn’t rocket science.

How to add signatures to Outlook meeting requests

To add your email signature to a Teams meeting invitation, you need to:

  1. Open your calendar view in Outlook and click New Teams Meeting:
Create Microsoft Teams meeting invite
  1. Now, the easiest way to change the default Teams meeting signature is to use a predefined email signature. You can add it by switching to the Insert tab (1), clicking Signature (2) and choosing the signature you created earlier (Tip: See how to create a signature in Outlook).
Signatures in Teams invites - add a signature
  1. That’s how the sample signature can look like:
Branded Microsoft Teams meeting request

Now, the problem is that, normally, each and every user would have to set up their signature following the same guidelines. You cannot expect every user to know what this legal part is for and how to set up the signature correctly in their email client.

And here comes the best part – you can set up a perfectly branded signature for everyone at once and automatically add it to emails sent by your organization. All you need is CodeTwo Email Signatures for Office 365 and a few minutes to set it up.

Add a personalized Teams meeting signature in Outlook for every user

Once you connect CodeTwo Email Signatures for Office 365 to your tenant, there are only two easy steps you need to take:

  1. Create a new client-side signature rule and choose senders who should get your signature.
Signatures in Teams invites - 05
  1. Go to the Design tab (1) and click Edit signature (2) to easily create your perfect email signature using our signature template editor. You can design a signature from scratch or quickly customize one of the built-in templates.
Signatures in Teams invites - 06

Once you create the signature and save the changes, the users you specified will get their personalized email signature directly in the Signature menu in Outlook. Now, whenever they create a Teams meeting request, they can personalize it and fulfill your company’s legal requirements by adding a signature with a disclaimer:

Signatures in Teams invites - 07

That’s only a fraction of what CodeTwo Email Signatures for Office 365 can do. You can also:

  • create different signatures for external and internal meetings,
  • use personalized user photos to add some human touch,
  • add signatures automatically to emails sent from any email client and device,
  • insert one-click CSAT surveys into signatures to gather info about the perfomance of your employees,
  • and much more…

Check out all of these features during a free 14-day trial

See also:

CodeTwo Email Signatures for Office 365 is the world-leading and highest rated email signature solution for Microsoft 365 & Office 365. It’s a cloud service deployed on Microsoft Azure in a region of customer’s choice, backed up by world’s only 4-level security system compliant with ISO/IEC 27001 & 27018 and a free 1-year Microsoft 365 data backup service, which makes it the most secure signature software on the market. Our product is co-engineered with Microsoft and awarded by Microsoft for exceptional Customer Experience.

CodeTwo offers solutions for organization-wide email signature management, data backup and migration for Microsoft 365 & Exchange Server, developed for 15 years and used by over 90k organizations worldwide, including Facebook, Samsung and UNICEF.

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