The basic way to add a clickable link
Most email programs let you highlight text, then paste a web address into a dialog box to turn that text into a link. In Gmail, Outlook, and Apple Mail, you select the words you want to link, press Ctrl+K (Windows) or Cmd+K (Mac), paste the full web address into the box that appears, and click the button to confirm. The text stays visible but becomes clickable, and the web address itself stays hidden behind it.
The web address must start with http:// or https:// for the link to work. If you paste just "google.com" without the https://, many email programs will not recognize it as a link. Always include the full address, starting from the beginning.
You can also right-click the selected text in most email programs and look for an option called "Insert link", "Add link", or "Hyperlink". This opens the same dialog box and does the same thing.
Key Takeaways
- Select the text you want to turn into a link, then press Ctrl+K (Windows) or Cmd+K (Mac) to open the link dialog.
- Paste the complete web address, including https://, into the box that appears, then confirm.
- The text you selected stays visible in the email, but clicking it takes the reader to the web address you entered.
- If a link does not work after you send the email, the web address probably did not include https:// at the start.
How to do it in Gmail
Open your email draft in Gmail. Highlight the words you want to turn into a link by clicking and dragging across them. Once the text is selected, press Ctrl+K on Windows or Cmd+K on Mac. A small box will appear below the selected text with a field that says "Paste link".
Click inside that field and paste the web address you want to link to. Make sure it starts with https://. You can also type the address directly if you prefer. Once the address is in the field, press Enter or click the checkmark button to confirm. The text will now be blue and underlined, showing it is a link.
If you need to change or remove the link later, click on the linked text and the same dialog box will appear. You can edit the address, paste a new one, or click the X button to remove the link entirely.
How to do it in Outlook
In Outlook (both the web version and the desktop app), select the text you want to link. Press Ctrl+K on Windows. A dialog box titled "Insert Hyperlink" will open on the right side of your screen.
In the field labeled "Address", paste the full web address starting with https://. The text you selected will appear in the "Display text" field — this is what readers will see and click on. Once the address is entered, click the "Insert" button. The text will turn blue and underlined.
On Mac, the process is the same but you press Cmd+K instead. If you are using Outlook on the web, you can also click the link icon in the toolbar above your email draft, which opens the same dialog.
How to do it in Apple Mail
Select the text you want to turn into a link. Press Cmd+K. A small dialog box will appear asking you to "Enter the URL". Paste the complete web address, including https://, into this field.
Click "Add" or press Enter. The text will become blue and underlined. If you need to edit the link later, right-click on the linked text and select "Edit Link" to change the address or remove it.
What happens when you send the email
Once you send an email with a link, the person who receives it will see the linked text in blue and underlined (in most email programs). When they click on it, their web browser will open and take them to the address you entered. They will not see the actual web address unless they hover their mouse over the link — most email programs show a preview of the address in a small tooltip.
The link works the same way on phones and tablets. Readers can tap the linked text, and it will open in their mobile browser. Make sure the web address you link to actually works before you send the email, because broken links frustrate readers and make you look careless.
Common mistakes that break links
The most common mistake is forgetting to include https:// at the start of the web address. If you paste only "example.com" without the protocol, many email programs will not recognize it as a link, or the link will not work when clicked. Always check that your address starts with https:// or http://.
Another mistake is adding extra spaces before or after the web address when you paste it. If you paste " https://example.com " with spaces on either end, the link may not work. Paste carefully, or use the keyboard shortcut Ctrl+A (Windows) or Cmd+A (Mac) to select all the text in the address field and delete it before pasting fresh.
A third mistake is linking to a page that no longer exists or a shortened URL that has expired. Before you send an email with a link, click on it yourself to make sure it actually opens the page you intended. Shortened URLs created by services like bit.ly or tinyurl.com can expire or be deleted, so use them only when you have a specific reason to hide the full address.
When to use link text instead of pasting the address
Always use linked text instead of pasting the raw web address into your email. Linked text is cleaner, easier to read, and tells the reader what they will find when they click. A sentence like "You can read more about this topic here" with "here" as the link is much better than pasting the full address into the middle of your message.
The only time you might paste the raw address is if you want the reader to see exactly where the link goes before clicking — for example, if you are sharing a read link and want them to verify the domain is legitimate. Even then, using linked text and letting them hover to see the address is usually the better choice.
Frequently Asked Questions
Can I link to a file I have attached to the email?
No, email links only work with web addresses. If you want readers to open an attached file, they need to read the attachment first. You can mention in the email that an attachment is included, but you cannot create a clickable link directly to it.
What if the link does not work after I send the email?
First, check that the web address starts with https:// and that there are no extra spaces before or after it. Second, test the link yourself by clicking it before you send the email. Third, make sure the website you are linking to is actually online and the page has not been moved or deleted. If the page exists and the address is correct, the link should work.
Can I change a link after I send the email?
No, once an email is sent, you cannot edit it. If you need to send a corrected version with a different link, you will have to write a new email. This is why testing links before sending is important.
Do I need to do anything special to link to a PDF or document?
No, the process is the same. Paste the full web address to the PDF or document into the link dialog, including https://. When someone clicks the link, their browser will open the file. Make sure the file is actually hosted on a web server and has a public web address — you cannot link to a file that only exists on your computer.
Why does my link show the web address instead of the text I selected?
This usually means the email program did not recognize your selection as text to link. Try selecting the text again, making sure you click and drag to highlight it completely, then press Ctrl+K or Cmd+K again. If the problem continues, try using the right-click menu and selecting "Insert link" instead of using the keyboard shortcut.