To add a hyperlink in Gmail on a computer, highlight the words you want to link, then click the Insert link button at the bottom of the compose window, or press Ctrl + K. Paste the web address into the field and click Apply. The highlighted words become a clickable link.
A bare web address in the middle of an email looks clumsy, and long tracking links can put people off clicking. Turning a few words into a hyperlink is tidier: "book a call here" reads far better than a line of random characters. In Gmail on a computer, it takes about five seconds once you know where the button is.
Link text in a Gmail email
- Open Gmail on your computer and click Compose, or open a reply.
- Write your message.
- Highlight the words you want to turn into a link.
- Click Insert link at the bottom of the compose window, or press Ctrl + K.
- Paste the web address into the field.
- Click Apply.
That's the method from Google's own Format your messages help. If you'd rather not remember shortcuts, the Insert link button does exactly the same job.
The keyboard shortcut is the quickest route
Once you've done it a couple of times, Ctrl + K becomes second nature. Highlight, press the shortcut, paste, Apply. It's handy when you're writing a longer email with several links, such as a follow-up after a meeting with links to the proposal, the booking page and a case study. The rhythm is the same every time, so you can add three or four links without taking your hands off the keyboard for more than a moment. If you write a lot of sales emails, it's the one Gmail shortcut I'd learn before any other, because it keeps your emails clean and your calls to action obvious.
Ways to add a link at a glance
| Device or mode | How to add a link | Notes |
|---|---|---|
| Gmail on a computer | Highlight text, click Insert link, paste the URL, Apply | The method in Google's help |
| Gmail on a computer, shortcut | Highlight text, press Ctrl + K, paste, Apply | Fastest once learned |
| Gmail Android app | Formatting menu doesn't list a link option | Google lists bold, italic, underline, colours, lists, font |
| Plain text mode | Formatting isn't used | Turn plain text mode off first |
Why the Insert link button is missing
The usual culprit is plain text mode. Plain text emails carry no formatting, so the link button has nothing to do. Google says you switch it on or off from More options at the bottom of the compose window, then Plain text mode. If your compose window looks bare, with no formatting bar at all, that's the first thing to check.
The second culprit is the phone app. Google's Android help for formatting lists bold, italic, underline, text colour, background colour, unordered lists, font and clear formatting. It doesn't list a link option. If you paste a full web address into an email on your phone, the person receiving it will usually still see a web address, just not tidy link text. For anything with several links, I write it on a laptop.
Checking your link before you send
A broken link in a client email is embarrassing, so I always check. The simplest way is to send a test email to yourself and click every link before it goes to a client or your whole list. It takes a minute and catches typos, missing letters and pages that have moved.
A few habits that help:
- Copy the address straight from your browser's address bar rather than retyping it.
- Link meaningful words, like "see the full proposal", not "click here".
- Keep it to two or three links in a normal email, so the main action stands out.
- Check links again if you reuse an older email, in case pages have moved.
Linking in your email signature
Your signature can carry links too, such as your website or booking page. Linking your business name to your website is a small touch, and it means every email you send gives people an easy way to find out more about you. Keep it to one or two links so your signature doesn't turn into a wall of blue.
Default text style
While you're tidying how your emails look, Google also lets you set a default text style for every new email. Go to Settings, See all settings, scroll to Default text style, change the style in the box, then click Save Changes. Pair that with neat link text and your emails look consistent and professional.
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Your signature is the best place for a permanent link to your website or booking page; my guide on how to add a signature in Gmail covers it. And if you send the same linked email often, scheduling an email in Gmail lets you write it once and send it at the right time.
My take
Highlight, Ctrl + K, paste, Apply. That's all there is to it on a computer. If the button's missing, switch off plain text mode. And for emails with several links, do them on a laptop rather than your phone, then send yourself a test and click everything before it goes out.
Frequently asked questions
How do I hyperlink text in Gmail?
Highlight the text, click Insert link at the bottom of the compose window or press Ctrl + K, paste the URL and click Apply.
What's the Gmail shortcut for adding a link?
Ctrl + K, after highlighting the text you want to link.
Why can't I add a link in Gmail?
Plain text mode may be on. Turn it off from More options, then Plain text mode, in the compose window.
Can I add a hyperlink in the Gmail app?
Google's Android formatting options list bold, italic, underline, colours, lists and font, but not a link option.
How do I set a default font in Gmail?
Settings, See all settings, then change the Default text style section and click Save Changes.
