How to integrate Microsoft Teams with your email signature in multiple ways

Problem:

You would like to add a link to your email signature that would start a Microsoft Teams call, chat, etc. when clicked by the recipient of your message.

Solution:

Using CodeTwo Email Signatures 365 and the CodeTwo Exchange Rules family of products, you can enhance your email signatures with links that let your recipients quickly access different Microsoft Teams features to communicate with you. To do so, follow the instructions listed below.

Call link:

• Adding a Microsoft Teams call link in CodeTwo Email Signatures 365
• Adding a Microsoft Teams call link in the CodeTwo Exchange Rules family of products

Chat link or scheduling dialog link:

• Adding a Microsoft Teams chat link or a scheduling dialog link

Adding a Microsoft Teams link in CodeTwo Email Signatures 365

1. Sign in to app.codetwo.com.
2. Select a signature rule you would like to edit or create a new rule and define its conditions and exceptions.
3. Go to the Design step and click Edit signature to open the Signature template editor (Fig. 1.).

Fig. 1. Selecting a signature rule and opening the Signature template editor from the Design step.

4. In the editor, place the cursor where you want the new link to be located and click the Meeting link button (Fig. 2.).

Fig. 2. Selecting the position of the Teams link and opening the Insert meeting link window.

5. Inthe Insert meeting link window select Microsoft Teams direct call from the Type drop-down list (Fig. 3.). The default “callto:” URL currently works only in the classic Microsoft Team client. To make the link work in the new Microsoft Teams client, paste the following code in the URL field:

   https://teams.microsoft.com/l/call/0/0?users={E-mail}&withVideo=true

   This link contains the {E-mail} placeholder that is replaced with the sender’s email address when an email is sent. This lets the recipient make a direct Teams call (Fig. 3.). The &withVideo=true URL parameter is optional. If you remove it, the link will start a standard audio call instead of a video call. 

Fig. 3. Creating a Teams link in the Insert meeting link window.

5. (Optional) Enter the display text for the URL in the Label field (Fig. 3.).
6. (Optional) Use the Picture section to view the image that will be linked to a Teams call. If you do not want to use that image you can change it or remove it by clicking No picture.
7. When you finish editing the meeting link, confirm by clicking OK.
8. Click Apply & Close on the ribbon in the signature template editor to submit the changes made to your template and exit the editor.
9. Click Save & Publish for the changes you made to the signature rule to take effect.

Adding a Microsoft Teams link in the CodeTwo Exchange Rules family of products

1. Open the Administration Panel of CodeTwo Exchange Rules.
2. Select a signature rule to edit or create and configure a new rule.
3. Go to the Actions tab (Fig. 4., item 1).

Fig. 4. Choosing a signature rule and opening its signature template it in the editor.

4. Select the action that is responsible for adding a signature e.g. Insert signature (Fig. 4., item 2). You can also use the Add button to create a new signature action.
5. Click Edit to open the signature template in the editor (Fig. 4., item 3).
6. When the template editor opens, place the cursor in the location where you want to add the Teams link (Fig. 5., item 1).

Fig. 5. Selecting the position of the Teams link (item 1) and opening the Insert link window (item 2).

4. Click the Link button (Fig. 5., item 2).
5. In the Insert link window, enter the link’s display text, e.g. Call me on Teams!, and the following URL address (Fig. 6., item 1):

https://teams.microsoft.com/l/call/0/0?users={E-mail}&withVideo=true

This creates a link that will replace the {E-mail} placeholder with the user’s email address that is used to make Microsoft Teams calls.

Fig. 6. Creating a link that will use the sender’s email address to make a Microsoft Teams call.

9. Click OK (Fig. 6., item 2) to confirm.
10. Submit changes by clicking Apply & Close and exit the editor.
11. Back on the Administration Panel, click the Submit changes button to save your changes made to the signature rule.

Adding a Microsoft Teams chat link or a scheduling dialog link

To add a link to a chat or a link that triggers a Microsoft Teams scheduling dialog, follow the instructions from this article.

See also:

• Learn how to add a signature to a Teams meeting request in Outlook