Direct Teams link in an email signature

[Update] This blog post was updated on May 13, 2021 to present the current method for adding a direct Teams link using CodeTwo Email Signatures for Office 365.

What information should an email signature contain? It is customary that a professional email signature has your full name, your position in the organization as well as contact information. Usually, the contact details are your email address, telephone number and the company’s website. But there is so much more you can (and should) add.

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.

Direct link to Teams call in an email signatures

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 as shown below and name it.

Creating a new signature in Outlook

When your signature is ready, select the location where you would like to add the direct link to a Teams call and put the cursor there. Then, click the Insert Hyperlink button.

Signature and Stationery - selecting location for link

In the Insert Hyperlink window, enter the text to display, e.g. YOU CAN NOW CALL ME DIRECTLY ON TEAMS! and the address: callto:j.doe@thebigcompany.com, replacing j.doe@thebigcompany.com with your actual email address that you are using with Teams. Confirm by clicking OK.

Outlook's insert hyperlink link window - adding a Teams link

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.

Email signature with Teams link

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 for Office 365 to insert direct Teams call links to email signatures.

To begin, run our program. 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 tab and click Edit signature to open the Signature template editor.

Opening 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.

Signature template editor - selecting location for link

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 Label field – 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.

Insert meeting link window - adding a direct Teams call link

Then, click Apply & Close to exit the Signature template editor. Finally, submit and save changes you made to the signature rule in our program and close it.

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.

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.

Opening the template editor

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

Template editor - selecting location for link

When the Insert hyperlink window opens, enter the link’s display text, e.g. Call me on Teams!, and the URL address callto:{E-mail}. Click OK to confirm.

Insert hyperlink window - adding a Teams link

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 for Office 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:

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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