The simplest way to add a link to email text
Most email programs let you turn text into a clickable link in two steps: highlight the words you want to link, then paste the web address into the dialog box that appears. In Gmail, Outlook, and Apple Mail, you can also use the keyboard shortcut Ctrl+K (Windows) or Command+K (Mac) after selecting your text. The email program automatically formats it so recipients see the text but click through to the URL you provided.
The exact steps depend on which email service you use, but the principle is the same across all of them: you are attaching a hidden web address to visible words. When someone clicks those words, their browser opens that address.
Key Takeaways
- Highlight the text you want to turn into a link, then use Ctrl+K or Command+K to open the link dialog.
- Paste the full web address (starting with http:// or https://) into the URL field that appears.
- The text stays visible in your email, but clicking it takes the reader to the web address you entered.
- You can edit or remove a link later by right-clicking it and selecting the edit or remove option.
How to create a link in Gmail
Open your email draft in Gmail. Highlight the words you want to turn into a link by clicking and dragging across them. Then press Ctrl+K on Windows or Command+K on Mac. A small box will appear asking for the URL.
Paste the web address into that box — it should start with http:// or https://. If you copy a link from your browser's address bar, it usually includes this already. Click the checkmark or press Enter, and Gmail will format the text as a link. The words stay visible in your email, but they are now clickable.
How to create a link in Outlook (web and desktop)
In Outlook on the web, highlight your text and look for the Insert tab at the top of the compose window. Click Link (or use Ctrl+K). A dialog box opens where you paste the web address. Type or paste the URL, then click Insert. The text becomes a clickable link.
In Outlook desktop (Windows), the process is nearly identical: select your text, press Ctrl+K, paste the URL into the dialog, and click Insert Link. On Mac, use Command+K instead. If you want the link to open in a new window when clicked, you can check that option in the dialog before inserting.
How to create a link in Apple Mail
In Apple Mail on Mac, highlight the text you want to link. Press Command+K to open the link dialog. Paste the web address into the field that appears and press Enter. The text is now a clickable link.
On iPhone or iPad, the process is slightly different. Open your email draft, highlight the text, and tap the arrow icon that appears above the keyboard. Select Add Link from the menu, paste the URL, and tap Add. The link is created and ready to send.
What happens when you send an email with a link
When you send an email containing a link, the recipient sees the text you highlighted — not the full web address. The address itself stays hidden in the background. When they click that text, their email program or browser opens the web page at that address.
Different email programs display links slightly differently. Some show them in blue and underlined, others in a different color, and some only show the formatting when you hover over them. But the function is the same: the text is clickable, and clicking it opens the URL you provided.
How to edit or remove a link you already created
If you need to change the web address or remove the link entirely, right-click on the linked text. A menu will appear with options like Edit Link or Remove Link. Click Edit Link to change the URL, or Remove Link to turn the text back into plain text.
In Gmail, you can also click the linked text and press Ctrl+K again to edit it. In Outlook, right-click and select Edit Link from the context menu. The exact wording varies by email program, but the option is always available somewhere in the right-click menu or the toolbar.
Common mistakes when creating email links
The most common mistake is forgetting to include http:// or https:// at the start of the URL. If you paste just "example.com" without the protocol, some email programs will not recognize it as a web address. Always copy the full address from your browser's address bar, which includes the protocol automatically.
Another mistake is highlighting text that is too long or unclear. If you link the words "click here," the recipient has no idea where the link goes. Instead, link descriptive text like "our pricing page" or "the full article." This tells readers what they will see before they click, and it looks more professional in your email.
Frequently Asked Questions
Can I create a link that opens in a new window?
Yes. In most email programs, when you create a link, there is an option to open it in a new window or tab. In Outlook, look for a checkbox labeled "Open in new window" in the link dialog. In Gmail, this is usually the default behavior — links open in a new tab. Check your email program's link dialog to see if this option is available.
What if the link I pasted does not work?
Make sure the URL starts with http:// or https://. If it does not, add it manually. Also check that you copied the entire address from your browser — sometimes copying stops partway through a long URL. Test the link yourself before sending by clicking it in your draft to confirm it opens the right page.
Can I create a link to an email address instead of a website?
Yes. Instead of pasting a web address, paste an email address in the format mailto:person@example.com. When someone clicks this link, their email program opens a new message addressed to that person. Some email programs have a separate option for email links in the link dialog.
Does the recipient need to do anything special to click a link in my email?
No. They straightforward click the linked text, and their browser opens the web page. The link works the same way whether they are reading your email on a computer, phone, or tablet. The only requirement is that they have an internet connection.