How To Add A Booking Link To Your Gmail Or Outlook Email Signature

Adding a booking link to your email signature turns every message into a frictionless meeting scheduler. Whether you use Gmail or Outlook, you can embed a “Book a time” link that lets people pick a slot without back‑and‑forth. This guide walks through creating the link, adding it to Gmail and Outlook (web, desktop, and mobile), and optimizing your signature for reliability and conversions.

What you need before you start

A shareable booking URL from your scheduling platform (for a personal event, multi‑event page, or team page).
Access to update your signature in Gmail or Outlook.
Optional: a calendar icon image, UTM parameters for tracking, and a plain‑text fallback.

At Breely, we make it straightforward to copy a signature‑friendly URL for a single event or a multi‑event booking page, with branding and time‑zone detection handled automatically. If you need a single link your whole team can share, our team booking page is simple to set up and easy to maintain.

Step 1: Create or copy your booking link

Choose what you want recipients to book:
- A single event type (e.g., 15‑minute intro call).
- A multi‑event booking page that lists several options.
- A team or round‑robin page that assigns meetings to an available teammate.
Copy the shareable URL.
Optional: append tracking parameters to identify signature conversions, for example:
- ?utm_source=email&utm_medium=signature&utm_campaign=bookings
- Or a simple source tag like ?source=email-signature

We keep links short and clean in Breely, and recipients see an accessible, mobile‑optimized booking flow that reduces drop‑offs. If you’re centralizing inbound scheduling for a group, a team booking page from Breely helps you avoid stale personal links in signatures.

Step 2: Add your booking link to a Gmail signature

Gmail on desktop (Gmail.com and Google Workspace)

Open Gmail and click the gear icon (Settings).
Click “See all settings.”
In the General tab, scroll to “Signature.”
Click “Create new” (or select an existing signature).
Type your signature details (name, title, company).
Highlight the call‑to‑action text (e.g., “Book a time”).
Click the “Insert link” icon (chain link).
Paste your booking URL and click OK.
If you want this signature to appear automatically, set “Signature defaults” for New emails and On reply/forward.
Scroll down and click “Save Changes.”

Notes:

Gmail signatures support rich text and links. Keep your CTA short (e.g., “Book a time”) and include a plain‑text fallback URL beneath it for clients that strip HTML.
If you paste an image (e.g., a calendar icon), right‑click it and choose “Link” to make it clickable.

Gmail on mobile (iOS/Android)

Gmail mobile signatures are plain text only.
In the Gmail app: Menu > Settings > your account > Signature settings > toggle mobile signature on, then paste your URL (e.g., “Book time: https://yourlink.com/meet”).
Because links may not render as clickable on all devices, keep the URL short and easy to type.

Google Workspace admin (optional)

Admins can add a domain‑wide signature or disclaimer: Admin console > Apps > Google Workspace > Gmail > Compliance > Append footer.
Keep images small and host them over HTTPS. Always include a plain‑text URL.

Step 3: Add your booking link to an Outlook signature

Outlook on the web (OWA) and the new Outlook for Windows

Go to outlook.office.com (or open the new Outlook app).
Click the gear icon (Settings).
Search for “Signature” or navigate to Mail > Compose and reply.
In “Email signature,” create or edit your signature.
Type your CTA (e.g., “Book a time”) and highlight it.
Click the link icon and paste your booking URL.
Set when to use this signature (for new messages, replies/forwards).
Click Save.

Classic Outlook for Windows (Win32)

Open Outlook (classic).
Go to File > Options > Mail.
Click “Signatures…”
In the “E‑mail Signature” tab, choose an existing signature or click “New.”
Type your CTA text, highlight it, and click the link icon.
Paste your booking URL, click OK.
Assign the signature to your email account for New messages and Replies/forwards as desired.
Click OK to save.

Outlook for Mac

Open Outlook for Mac.
Go to Outlook > Settings > Signatures (or Preferences > Signatures in older versions).
Click “+” to add or choose an existing signature.
Type your CTA, highlight, click the link icon, and paste your booking URL.
Assign the signature to your account for new emails and replies.
Close settings to save.

Outlook mobile (iOS/Android)

Outlook mobile supports basic signatures with limited formatting; links may not be clickable.
In the Outlook app: Tap your avatar > Settings > Signature > edit text and include your URL in full (e.g., “Book: https://yourlink.com/meet”).

Signature templates you can copy

Use these as starting points. Replace values with your details.

Simple, reliable HTML (Gmail, Outlook web/desktop)

<strong>Your Name</strong> | Title, Company
<br>
Phone: (555) 555‑1234 · Website: yourcompany.com
<br>
<a href="https://yourbookinglink.com" style="color:#0B5FFF;text-decoration:none;">Book a time</a>
<br>
<span style="color:#6B7280;font-size:12px;">If the link isn’t clickable, paste this into your browser: https://yourbookinglink.com</span>

With a calendar icon

<table cellpadding="0" cellspacing="0" border="0">
  <tr>
    <td style="font:14px Arial, sans-serif; color:#111;">
      <strong>Your Name</strong> | Title, Company<br>
      (555) 555‑1234 · yourcompany.com
    </td>
  </tr>
  <tr>
    <td style="padding-top:6px;">
      <a href="https://yourbookinglink.com" style="text-decoration:none; color:#0B5FFF;">
        <img src="https://yourcdn.com/icons/calendar-16.png" alt="Calendar" width="16" height="16" style="vertical-align:middle;border:0;margin-right:6px;">
        Book a time
      </a>
    </td>
  </tr>
  <tr>
    <td style="color:#6B7280;font:12px Arial, sans-serif;">
      Plain‑text fallback: https://yourbookinglink.com
    </td>
  </tr>
</table>

Tips for HTML:

Use inline CSS for maximum compatibility.
Host images over HTTPS and keep them small (<25 KB).
Provide a plain‑text URL below your CTA for clients that strip HTML or for forwards/replies where images are removed.

Best practices for higher bookings

Keep the CTA short and specific: “Book a time” or “Schedule 15 minutes.”
Place it near the top of your signature so it’s visible in reply chains.
Use one clear link rather than multiple competing CTAs.
Add UTM parameters to measure signature‑driven bookings in your analytics.
Test dark mode: ensure link color is readable on dark backgrounds.
Include a plain‑text URL fallback for mobile and legacy clients.
Periodically verify the link works and points to current availability.

We focus on an uncluttered booking experience in Breely, so the page your recipients see is fast, accessible, and consistent with your brand. If you maintain signatures for a team, a centralized team booking page from Breely helps keep links current without editing each user’s signature.

Troubleshooting

Link isn’t clickable:
- Ensure you used the link/chain icon rather than pasting raw text.
- Some mobile clients only support plain‑text signatures—include the full URL.
Images don’t show:
- Host images over HTTPS and keep them lightweight.
- Always include a text CTA as a backup.
Signature doesn’t appear on replies:
- In Gmail and Outlook, set defaults for replies/forwards.
Formatting looks different to recipients:
- Stick to web‑safe fonts and inline styles; avoid complex layouts.
Security banners appear:
- Use your corporate domain for hosted assets and avoid link shorteners when possible.

Quick checklist

Copy the correct booking link (personal, multi‑event, or team).
Add it to Gmail or Outlook using the link tool.
Keep a concise CTA and a plain‑text fallback URL.
Test by sending yourself an email from each client you use.
Track performance with UTM parameters.

If you’re creating or refreshing your booking link, we built Breely to make signature‑ready links and clean booking pages easy for individuals and teams, without adding friction for your recipients.