How to Add a Teams Meeting Link to Your Email Signature

In short: Teams has no personal room link, so create a recurring meeting with no end date (or use your Microsoft Bookings page), shorten its link, then add it to your signature: in Outlook, Settings → Account → Signatures; in Gmail, Settings → See all settings → Signature. Use a clear label such as “Join my Teams meeting room”.

A Teams link in your email signature lets clients, candidates or partners reach you in one click, without a back-and-forth to set up a call. Here is which link to use and how to add it in Outlook and Gmail.

Which Teams link to put in a signature

• A permanent meeting link: create a recurring meeting with no end date, its link stays the same for every occurrence. See how to get a permanent Teams meeting link.
• A booking page: if your organization uses Microsoft Bookings, your personal booking page lets people pick a free slot, and each booking gets its own Teams meeting.
• Not a one-time meeting link: it belongs to a single meeting and stops working some time after it. See does a Teams meeting link expire?

Step 1: create the link and shorten it

1. In the Teams or Outlook calendar, create a meeting called, for example, “My meeting room”, set to repeat with no end date.
2. Save it and copy its link: see how to copy a Teams meeting link.
3. Paste the link on msteams.link to get a short link such as msteams.link/AB12.

A short link keeps the signature clean, still works when the email is forwarded or read as plain text, and can be typed by hand from a printed card.

Step 2: add it to your Outlook signature

Outlook on the web and the new Outlook

1. Select Settings (gear icon), then Account → Signatures.
2. Create a signature or edit yours, and type a label such as “Join my Teams meeting room”.
3. Select the label, choose Insert link (or press Ctrl + K) and paste your short link.
4. Choose this signature as the default for new messages and replies, then Save.

Classic Outlook for Windows

Go to File → Options → Mail → Signatures, edit your signature, add the label, select it and use the link button to paste your short link. Confirm with OK.

Step 3 (Gmail): add it to your Gmail signature

1. Select Settings (gear icon), then See all settings.
2. In the General tab, go to Signature and create or edit one.
3. Type your label, select it, click the link icon and paste your short link.
4. Scroll down and select Save changes.

Tips for a signature link that gets clicked

• Write what happens: “Book a call”, “Join my Teams room”. You can also show the short link itself, it stays readable.
• Keep the lobby on for a link shared publicly, so you decide who gets in.
• Signatures in Outlook and Gmail mobile apps are set separately and are often plain text: there, a short link reads much better than a long Teams URL.
• For printed material, add a QR code of the meeting.

FAQ

Can I add a Teams “Join” button to my signature?

There is no built-in button. Use a text link, or an image (a button or the Teams logo) that you link to your short link.

Will the link in my signature change?

No, as long as the recurring meeting exists. If you delete the series, create a new one and update the short link.