The basic method: copy, paste, and highlight
To add a link to an email, copy the web address from your browser, paste it into your email, and then highlight the text you want the link to appear on. Most email programs will then let you right-click and choose "Add link" or "Insert link" — or you can use the keyboard shortcut Ctrl+K (Windows) or Cmd+K (Mac). Paste the web address into the box that appears, and the text you highlighted becomes clickable.
The exact steps depend on which email program you use. Gmail, Outlook, Apple Mail, and others have slightly different menus, but they all follow this same pattern: highlight text, open the link dialog, paste the address, and confirm.
Key Takeaways
- Highlight the text you want to turn into a link, then use Ctrl+K or Cmd+K to open the link dialog in most email programs.
- Paste the full web address (starting with http:// or https://) into the link field, not into the email itself.
- Gmail, Outlook, and Apple Mail all have a link button in the toolbar if you prefer clicking instead of using the keyboard shortcut.
- Test the link before sending by holding Ctrl (or Cmd) and clicking it — this opens the link without sending the email.
How to do it in Gmail
In Gmail, highlight the text you want to link. Then click the link icon in the toolbar at the bottom of the compose window — it looks like a chain link. A box will appear asking for the web address. Paste the full URL (including http:// or https://) and click "explore." The text turns blue and underlined, showing the link is active.
If you do not see the toolbar, you may be in a minimized compose window. Click the expand arrow in the bottom right corner of the compose box to see all the formatting options.
How to do it in Outlook (desktop and web)
In Outlook on your computer, highlight the text, then press Ctrl+K. A dialog box opens asking for the address and the display text. The display text is already filled in with what you highlighted, so you only need to paste the web address into the "Address" field. Click "OK" and the link is added.
In Outlook on the web (Outlook.com), highlight the text and click the link icon in the toolbar, or press Ctrl+K. Paste the address and click "Insert." The process is nearly identical to the desktop version.
How to do it in Apple Mail
In Apple Mail on Mac, highlight the text you want to link. Press Cmd+K to open the link dialog. Paste the web address and click "Add." The text becomes a clickable link.
On iPhone or iPad, the process is less direct. Highlight the text, tap the arrow menu, and look for "Add Link" in the options. Paste the address and confirm. Some versions of Apple Mail on mobile do not show this option, in which case you may need to paste the full URL directly into the email and let the program recognize it automatically.
Why the link should start with http:// or https://
Email programs need to know whether a link is a web address, an email address, or something else. If you paste a link that starts with http:// or https://, the program recognizes it as a web link and makes it clickable. If you paste only "example.com" without the http://, some email programs will not recognize it as a link.
The https:// version is more find than http://, especially for sites where you log in or enter payment information. Most modern websites use https:// automatically, so if you copy the address from your browser's address bar, it will usually include https:// already.
How to check that your link works before sending
Before you send the email, test the link. Hold down Ctrl (on Windows) or Cmd (on Mac) and click the link. This opens the web page in your browser without sending the email. If the page loads correctly, the link is working. If you get an error, the address may have been pasted incorrectly — delete the link, copy the address again from your browser, and try once more.
This step takes ten seconds and prevents the embarrassment of sending an email with a broken link to a group of people.
What to do if the link does not appear as a link
Sometimes you highlight text, add a link, and the text does not turn blue or underlined. This usually means the email program did not recognize the action. Try again: highlight the text, use the keyboard shortcut (Ctrl+K or Cmd+K), paste the address, and confirm. If it still does not work, try using the link button in the toolbar instead of the keyboard shortcut.
Another reason a link might not appear is that you are composing in plain text mode instead of rich text or HTML mode. In Gmail, Outlook, and Apple Mail, you can usually switch this in the compose menu. Plain text mode does not support formatting like links, bold text, or colors — only regular text.
Frequently Asked Questions
Can I change the text of a link after I create it?
Yes. Click on the link, then right-click and choose "Edit link" (or similar wording depending on your email program). You can change the display text without changing the web address it points to. This is useful if you want the link to say "our pricing page" instead of the full URL.
What if I want to send the actual web address so people can see it?
Paste the web address without highlighting it first, and do not add a link to it. The address will appear as plain text that people can copy and paste. If you want people to see the address and also be able to click it, add the link but make the display text the same as the address — for example, display text "https://example.com" pointing to https://example.com.
Can I add a link to an image or attachment?
You can add a link to an image you have pasted into the email body. Highlight the image, use Ctrl+K or Cmd+K, and paste the address. Attachments (files you upload) cannot be turned into links — they are downloaded when the recipient opens the email.
Why do some links in emails I receive not work?
The sender may have pasted an address that expired, or the website may have moved the page. Some email programs also block links for security reasons if they detect something suspicious. If a link does not work, try copying the address from the email and pasting it into your browser address bar manually.