The simplest way to add a link
Most email programs let you turn text into a clickable link in two steps: highlight the words you want to link, then paste or type the web address. The exact steps depend on whether you use Gmail, Outlook, Apple Mail, or another program, but the principle is the same across all of them.
The link itself — the address that starts with http:// or https:// — stays hidden from the reader. They see only the text you chose, and clicking it takes them to the address you pasted. This is cleaner than pasting a raw web address into your email, which looks cluttered and is harder to read.
Key Takeaways
- Highlight the text you want to turn into a link, then use the Insert Link button or keyboard shortcut to paste the web address.
- Gmail, Outlook, and Apple Mail all have a link button in the toolbar — look for a chain link icon or a button labeled "Link".
- The web address you paste stays invisible to the reader; they see only the text you highlighted.
- Test the link before sending by holding Ctrl (or Cmd on Mac) and clicking it to open the address in a new tab.
- If you paste a raw web address into your email, most programs automatically turn it into a clickable link without extra steps.
How to add a link in Gmail
Open your email draft in Gmail and type or paste the text you want to become a link. Highlight that text by clicking at the start of it, holding down your mouse button, and dragging to the end. You can also triple-click a word to select it, or click once and then Shift+click at the end to select a range.
Look for the link icon in the toolbar at the bottom of the compose window — it looks like a chain link and usually sits near the Bold and Italic buttons. Click it, and a small box will appear asking for the web address. Paste the full address (including http:// or https://) into that box and press Enter. The text you highlighted is now clickable.
If you want to remove a link later, highlight the linked text again, click the link icon, and select "Remove link" from the menu that appears.
How to add a link in Outlook
In Outlook on the web or Outlook desktop, highlight the text you want to turn into a link. Then click the "Link" button in the toolbar — it usually appears in the formatting options at the top of the compose area and looks like a chain link or shows the word "Link".
A dialog box will open. Paste the web address into the field labeled "Address" or "URL". You can leave the "Display text" field as is — it should already show the text you highlighted. Click "OK" or "Insert" to create the link.
In Outlook desktop, you can also use the keyboard shortcut Ctrl+K to open the link dialog without clicking the button.
How to add a link in Apple Mail
Highlight the text you want to link in your Apple Mail draft. Then go to the Edit menu at the top of your screen and select "Add Link", or use the keyboard shortcut Cmd+K. A small window will appear with a field for the web address.
Paste the full web address into that field and press Enter. The text you highlighted becomes a clickable link. If you need to change or remove the link later, highlight it again and use Edit > Add Link to modify it, or Edit > Remove Link to delete it.
What happens when you paste a web address directly
If you straightforward paste a web address into your email without highlighting text first, most email programs automatically recognize it as a link and make it clickable. You will see the address displayed as blue underlined text, which signals to the reader that it is clickable.
This automatic linking works well for sharing a single link, but it looks less polished than turning descriptive text into a link. For example, "Click here to read the full article" looks better than pasting the raw address. Readers also understand what they are clicking before they click it, rather than having to hover over a bare URL to guess where it leads.
Testing your link before you send
Before you send an email with a link, test it to make sure it works. Hold down Ctrl (or Cmd on Mac) and click the linked text. This opens the address in a new browser tab without sending the email. If the page loads correctly, your link is working.
If the link does not work, highlight the linked text again, click the link button, and check that the web address is spelled correctly and includes http:// or https:// at the start. Common mistakes are forgetting the protocol (http://) or accidentally adding extra spaces or characters when you pasted the address.
Linking to email addresses and files
You can also create links to email addresses using the same process. Highlight your text, click the link button, and instead of pasting a web address, type mailto: followed by the email address (for example, mailto:contact@example.com). When someone clicks that link, their email program opens with a new message to that address.
Some email programs also let you link to file attachments or to files stored in cloud services like Google Drive or OneDrive. The process is the same — highlight text, click the link button, and paste the address or file link. Check your email program's help section if you need to link to a specific type of file.
Frequently Asked Questions
Can I change the text of a link after I create it?
Yes. Highlight the linked text, click the link button, and you will see the current web address. You can edit the address, or you can delete the link entirely and create a new one with different text. The process is the same across Gmail, Outlook, and Apple Mail.
What if the link does not show up as blue and underlined?
Some email programs or email templates use different colors or styles for links. The link is still clickable even if it does not look like a traditional blue underlined link. Test it by holding Ctrl (or Cmd) and clicking it. If it opens the web address, it is working correctly.
Can I link to a specific part of a webpage, not just the homepage?
Yes. Paste the full web address including any part after the domain name. For example, you can link to example.com/articles/how-to-email instead of just example.com. The link will take the reader directly to that specific page or section.
What if I want to hide the link so the reader does not see the web address?
That is exactly what highlighting text and creating a link does. The reader sees only the text you highlighted (like "read more here"), not the web address. The address is stored behind the scenes and only appears if the reader hovers their mouse over the link or right-clicks it.
Does the link work the same way on phones and computers?
Yes. A linked text works on phones, tablets, and computers. On a phone, tapping the link opens it in the phone's web browser. On a computer, clicking it opens the address in your default browser. The link itself works the same way across all devices.