Direct Teams link in an email signature

We would like to share a cool trick that will allow you to add another form of contact to your signature, one that is very popular nowadays. See how to add a link that will initiate a direct Teams videocall to you.

Why add a direct Teams call link

A link to make a direct Teams call to you can be quite useful in an email signature. You can use it within your organization if it is using Teams for communication. This way, you make sure that when someone receives an email from you and wants to ask some follow-up question without starting a prolonged email exchange, they do not have to look through their contacts list. The link to call you is already there in your email signature.

It is also possible to add a Teams link to an email sent to your clients. If you usually communicate with them using Teams, it will be so much easier for them to simply click a link in the email you just sent them, call you and ask for details of your new great offer than to browse through their address book looking for a way to start a video conference with you.

Teams link in an Outlook email signature

Adding a Teams call link to an email signature is very simple and can be done in any email client that supports HTML messages. All you need to do is open your email client (e.g. Outlook) and edit your signature by adding a Teams call link or create a new signature with this link as in the example below. For this solution to work, the recipient of your message has to be a Teams user and has to have the Teams app installed. If they don’t, the link will not do anything.

First, open the compose new message window, click the Signature button on the ribbon and select Signatures from the drop-down list. In the Signatures and Stationery window select an existing signature and edit it or create a new signature by clicking New and naming it. Place the cursor where you’d like to add the meeting link and click Insert hyperlink.

In the Insert Hyperlink window, enter the text to display, e.g. “Call me directly on Microsoft Teams”, and the address: https://teams.microsoft.com/l/call/0/0?users={E-mail}&withVideo=true, replacing {E-mail} with your actual email address that you use to sign in to Microsoft Teams. Confirm by clicking OK.

When you finish working with your email signature, save it and close the Signatures and Stationery window by clicking OK. Your signature now has a direct link for other Teams users to call you.

Teams links in email signatures for your entire organization

Sure, having a direct Teams call link in your own email signature is great but there is more you can do. With an email signature management tool, it is possible to add such links to email signatures of all users in your organization. Read on to learn how to do it in Microsoft 365 and Exchange Server.

Microsoft 365

If you are using Microsoft 365, you can use CodeTwo Email Signatures 365 to insert direct Teams call links to email signatures.

To begin, go to app.codetwo.com. Select a signature rule you would like to edit (as shown in the example below) or create a new rule and define its conditions and exceptions. When this is done, go to the Design step and click Edit signature to open the Signature template editor.

When your signature loads in the editor, put the cursor in the place where you want the new link to be located and click the Meeting link button in the ribbon.

The Insert meeting link window will open. Select Microsoft Teams direct call from the Type menu. Then, enter the link text (e.g. Call me on Teams) in the textbox below – otherwise only the provided image will be hyperlinked. You can also use your own icon, or remove the image and only use text if you prefer. When you are ready, click OK to confirm and close the window.

Then, click Publish & Close to exit the Signature template editor and save changes you made to the signature rule.

When a message is sent, the {E-mail} placeholder will be replaced with the sender’s email address, which is also used to make a Teams call.

To learn more about creating rules in CodeTwo Email Signatures 365, watch this video:

On-prem Exchange Server

If you are working with an on-premises Exchange server, it is also possible to add a direct Teams link to email signatures for users in your organization. The best way to do this is to use the CodeTwo Exchange Rules family of products.

Start by running our program. Select a signature rule to edit (as in the following example) or create and configure a new rule. Next, go to the Actions tab and select the action which adds a signature, e.g. Insert signature. Then, click Edit to open the selected signature template in the editor.

Once in the editor, put the cursor where you want to place the Teams link and click Insert hyperlink in the ribbon.

When the Insert hyperlink window opens, enter the link’s display text, e.g. Call me on Teams!, and the URL address https://teams.microsoft.com/l/call/0/0?users={E-mail}&withVideo=true. Click OK to confirm.

Back in the editor, submit changes by clicking Save and close it. Finally, on the click Submit changes and close our program.

You are now ready to start using the new signature rule. When a message is sent, the {E-mail} placeholder will be replaced with the user’s email address and it will be possible to use the resulting link to make a Microsoft Teams call.

Additional benefits

CodeTwo solutions i.e. CodeTwo Email Signatures 365 and the CodeTwo Exchange Rules family of products also offer additional benefits. For example, you can set up your email signatures so that the Teams call link is added only to emails sent by certain groups of users. It is also possible to display this link only in signatures added to external or internal emails if you so prefer. All this can be set up and managed centrally, without any effort from users. Try it!

Read more:

If you would like to learn more about using email signatures together with Teams, take a look at the following articles:

• Learn how to add a signature to a Teams meeting request in Outlook
• Learn about Microsoft Teams deep links in email signatures