How to add Microsoft Teams chat links to your Libguide and Libcal

Now that we’re working from home due to the COVID-19 pandemic, faculty, staff, and [sometimes] students are encouraged to use Microsoft Teams for chats, calls, and meetings. To help faculty and students connect directly to their librarian, we have added individual Teams chat links to our subject librarian and archivists directory. I have also incorporated my Teams chat link on my Libguides contact pages , my Libguides Profile Box, as well as in my Libcal appointment confirmation and reminder emails. Here is how you can do it, too. You can also use the steps below to create links to embed in other websites or in your email signature. Professors and instructors can also use Teams links for students to directly chat or meet with them during their online office hours.

Create your link

Microsoft has some in=depth documentation in how to create “deep” links to Teams chats. However, it can be a bit overwhelming so I’ll try to keep it simple.

Let’s look at my link: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%20have%20a%20question

To make it work for your Teams account, just simply replace the user, boeninge@ohio.edu (that’s me) with your own campus/corporate Teams account. You will also want to replace “Chad” with your name, unless your name is also “Chad.”

For my Libcal links I have a different message: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%27m%20here%20for%20my%20research%20appointment

This will allow me to see if the person is coming via my general link, or if they here for an appointment. To add your own language and get the url, just delete everything after the “message=” and customize your message. For example: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi Chad this Teams Thing is really cool

Copy the url that you just made, and paste it back into your browser address bar in a new tab. This will add all the code for the spaces and punctuation, so it should now look like this: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20this%20Teams%20Thing%20is%20really%20cool

Add the link to a Libguide

Adding the link to your Libguide should be just as simple as selecting the text or image in the Libguide editor, then adding the link you created above.

Add links via the Libguide Rich Text Editor

Add Link to Libcal confirmation and reminder emails

First, go to your personal appointments settings, as outlined in these directions from Springshare. You will want to modify both the confirmation and reminder emails.

For my confirmation emails, I have the following:

Hi {{NAME}},

This email confirms your appointment:

When: {{TIME_DATE_DIRECTIONS}}
With: {{MY_NAME}} ({{MY_EMAIL}})
Where: Online Only. At the time of your appointment, <a href= "https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%27m%20here%20for%20my%20research%20appointment"> connect with me online via Microsoft Teams chat </a>.

{{NOTES}}

To cancel this appointment visit: {{{CANCEL_URL}}}

For my reminder emails, I have the following:

Hi {{FIRST_NAME}},

This is a reminder about your appointment at {{START_TIME}}, {{DATE}} at {{DIRECTIONS}}.

Until further notice, my research consultations are limited to online meetings only. At the time of your appointment, <a href= "https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%27m%20here%20for%20my%20research%20appointment"> connect with me online via Microsoft Teams chat </a>.

To cancel this appointment, visit {{{CANCEL_URL}}}.

In theory, you should just be able to cut and paste the above, change your Teams link, and you’ll be good to go.

What the user sees

After the user clicks your chat link, they will have the option of either using the Teams Web App or opening the Teams Desktop App (if it is installed).

What the user sees in their web browser

Once the Teams app is open, the message that you added to your url will populate the chat box, so the patron can just start chatting by hitting enter. Since I can’t chat with myself, the image below shows what it looks like when starting a chat with a colleague.

Does it work?

We’re still on the extended spring break, but classes resume (online only) on Monday. I’ll post again with an update soon. In the meantime, if the directions here work for you, come back and leave a comment to share your story. Likewise, if you have questions, leave a comment. Good luck and stay healthy!

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