Sharing your contact details on video calls: Zoom, Teams and Google Meet
By Online Business Cards Editorial Team | Published | Updated | Sharing your card
Business cards were made for handshakes, but a lot of first meetings now happen on video. Here are simple, reliable ways to share your details on Zoom, Microsoft Teams and Google Meet.
A lot of first meetings now happen on a screen. You might pitch to a client on Microsoft Teams, join a networking session on Zoom or speak on a webinar run on Google Meet. At the end, there is no moment where you hand over a card. If you want people to keep your details, you have to build that moment in yourself.
A digital business card makes this easy, because its link and QR code work on a screen as well as in person. Here are the methods that work best, and when to use each.
1. Paste your link in the chat
The simplest method is usually the best. Near the end of the call, paste your card link into the meeting chat with a short line:
> Thanks for your time today. My details are here if you want to save them: [your card link]
A few tips:
- Do it near the end, when people are thinking about next steps, not at the start when they are still settling in.
- Save the line as a text shortcut or in a notes app, so you can paste it in seconds.
- Remember that chat may disappear. In some meeting setups, people who join as guests lose access to the chat when the meeting ends. Following up by email is a good backstop.
2. Put your card in the meeting invite
If you send the invite, add your card link to the description. Everyone then has it in their calendar before the meeting starts, and it is still there afterwards. This works especially well for sales calls and first meetings with new clients.
Your email signature does the same job for every follow-up you send. Our guide to adding your digital business card to your email signature covers Gmail, Outlook and Apple Mail.
3. Show your QR code on a closing slide
If you are presenting, finish with a slide that shows your QR code, your name and a short version of your link. People watching on a laptop can scan the code with their phone; people watching on a phone can type or tap the link.
Make the code big. On a shared screen, a small code in the corner of a slide is hard to scan, especially when the video is compressed. Our QR code size and placement guide explains why contrast and white space around the code matter, and the same rules apply on screen. Leave the slide up for a few seconds while you say what it is.
4. Add a QR code to your background
Zoom, Teams and Google Meet all let you use your own image as a virtual background. A background with your logo and a QR code in one corner can work well for calls where you meet many new people, such as networking sessions.
Things to check before you rely on it:
- Placement: keep the code above shoulder height and to one side, so your head does not cover it.
- Mirroring: most video apps show your own video mirrored to you, so text on your background may look back to front on your screen even though other people see it the right way round. Ask a colleague to check.
- Size and quality: virtual backgrounds can blur or flicker around the edges of your head. Test whether the code scans from another device before a real call.
- Not everyone can scan it. Someone on a phone cannot point their camera at their own screen, so post your link in the chat as well.
For formal client meetings, a plain background is often better. A QR code works best where swapping details is the point of the call.
5. Use your display name well
Your display name is what people see in the participant list and under your video. "Priya Shah, Shah Accountancy" is more useful to a new contact than "iPhone" or a first name. Some apps let you add a job title or pronouns as well. It is a small detail, but it makes you easier to find again afterwards.
Webinars and large sessions
On a big webinar or online event, you may be one of many speakers or attendees.
- If you are speaking, finish with your QR code slide and post your link in the chat if you are allowed.
- If you are attending, introduce yourself in the chat when invited, with one line about what you do and your card link.
- Keep it business-only. In a large session, share a work number and email rather than a personal mobile. Our guide to digital business card privacy covers what to share.
If the session is recorded, your QR code slide will be in the recording too, so people watching later can still find you.
Following up after the call
Within a day, send a short follow-up email that recaps what you discussed and agreed. Your email signature carries your card link, so people can save your details from it. If they opened your card during the call, they may already have saved you.
If you meet a lot of people this way, the Business Plan's contact leads, CRM and export features help you keep track of who you spoke to. People can also choose to share their own details back through your card. Read our UK GDPR checklist before you add anyone to a mailing list.
Ways to share on a video call
Method | Best for | Works for people on phones?
Link in the chat | Small meetings | Yes
Link in the invite | Booked meetings | Yes
QR code on a closing slide | Talks and webinars | Yes, they scan the screen
QR code in your background | Regular calls | Only if large and in focus
Which plan you need
For sharing your details on calls, Brand Presence (£45, one-off) covers everything in this guide: your profile, link, QR code and analytics. The Business Plan (£90, one-off) adds bookings, enquiries, contact leads and a CRM, which help if your calls are part of a sales process. Compare them on our plans, or see the virtual business card.
Read next: Six ways to share a digital business card, and when each one works best and Using a digital business card at events. You can also browse all our guides.
If your video calls are job interviews, our guide to using a digital business card in your job search has more on what to show.
Frequently asked questions
What is the best way to share contact details on a Zoom or Teams call?
Paste your digital business card link into the meeting chat near the end of the call, then follow up by email with your link in your signature.
Can I put a QR code on my virtual background?
Yes. Zoom, Teams and Google Meet all support custom background images. Keep the code to one side above shoulder height, test that it scans, and post your link in the chat as well for people joining on phones.
Why does the text on my background look back to front?
Most video apps mirror your own video on your screen. Other people usually see it the right way round. Ask someone on the call to check.
Should I share my personal mobile number on webinars?
It is usually better to share a work number and business email in large sessions. Your digital card lets you choose exactly what to show.
Is it rude to paste my link in the meeting chat?
Not if you say why, for example “Here is my card if you want to save my details or book a follow-up.” Do it near the end, not in the middle of someone else speaking.