To add a hyperlink in Word, select the text you want to link, press Ctrl+K (or go to Insert, Link), paste the web address into the Address box and select OK. Typing a full web address and pressing Space or Enter also turns it into a link automatically.
A proposal that links straight to your booking page, a client report that links to the live campaign, a handbook with links that jump to the right section: hyperlinks make a Word document far more useful once it leaves your desk. Word can link to web pages, email addresses, other files and places inside the same document, and the method is almost the same for all of them.
Linking text to a web page
- Select the words you want people to click, such as book a call.
- Press Ctrl+K, or go to Insert and select Link. You can also right-click the text and choose Link.
- In the Insert Hyperlink box, check Existing File or Web Page is selected under Link to.
- Paste the web address into the Address box.
- Select OK. The words turn blue and underlined.
Microsoft notes you can change the words in the Text to display box at this point, so the link reads naturally rather than showing a long web address.
The automatic way
Microsoft says the simplest method is to type the full web address and press Enter or the Spacebar straight afterwards. Word converts it into a live link. That's quick for notes, though for anything a client will read, I'd link a short phrase instead of showing the raw address.
What else you can link to
| Link to | Where to choose it | Good for |
|---|---|---|
| A web page | Existing File or Web Page | Booking pages, case studies |
| A file | Existing File or Web Page, then browse | Internal documents on a shared drive |
| An email address | E-mail Address | Contact me links in proposals |
| A place in the document | Place in This Document | Contents lists, cross-references |
Adding an email link
Select the text, open Insert Hyperlink, and choose E-mail Address under Link to. Type the address and, if you like, a subject line. Microsoft adds a caution here: some browsers and email programs might not recognise the subject line, so don't rely on it for anything important.
Linking to another part of the same document
For long documents, links that jump between sections are a real help. Microsoft says you first mark the destination with a bookmark or a heading style:
- Click the destination, then go to Insert, Links, Bookmark.
- Type a name and select Add.
- Go back to the text you want to click, right-click it and choose Link.
- Choose Place in This Document and select the bookmark or heading.
Here's the catch with bookmarks: Microsoft says the name must begin with a letter and can't contain spaces. Contact page fails, but Contact_page works. Use underscores between words.
Adding a ScreenTip
A ScreenTip is the little label that appears when someone rests the pointer on a link. In the Insert Hyperlink box, select ScreenTip in the top-right corner and type a short description, such as Opens my booking page. It's a small touch that makes a document feel more considered.
Editing or changing a link
Right-click the link and choose Edit Hyperlink to change the address, the text or the ScreenTip. Microsoft says you can also change a link's colour and font style after you've created it, using the normal font options. Links to a portfolio or LinkedIn profile are a nice touch on a CV too, and my guide to building a resume in Word from scratch shows where they fit best.
Links in documents you send out
- Check every link before you send. Hold Ctrl and click to test it.
- Use descriptive link text such as see the case study, not click here, which also helps people using screen readers.
- If you save as a PDF, links usually carry across, but test the PDF too.
- Linking to files on your own computer only works for you. For anyone else, link to a shared location instead.
If the document contains anything private and you're sharing it widely, my guide to password protecting a Word document adds a layer of protection before it goes out.
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Why a link isn't working
- It opens the wrong page. Right-click, Edit Hyperlink, and check the address for a typo or a missing part.
- Clicking doesn't open it. In the desktop app, you usually need to hold Ctrl and click. That's there so you don't open links by accident while you're editing.
- An internal link jumps nowhere. The bookmark may have been deleted. Recreate it and relink.
- A file link fails for colleagues. It's pointing at your own computer. Move the file somewhere shared and link to that.
I'd test every link in a document you're about to send, even ones you've checked before. It only takes a minute and it's the kind of detail clients notice, especially when the link is the one that's meant to get them to book.
My verdict
Select the text, press Ctrl+K, paste the address, OK. That's most of what you'll ever need. Use bookmarks for long documents, ScreenTips for polish, and always click-test before sending. A proposal with working links to your booking page is one less step between a reader and a yes.
Frequently asked questions
What is the shortcut to add a hyperlink in Word?
Ctrl+K opens the Insert Hyperlink box.
How do I link to another page in the same Word document?
Add a bookmark at the destination, then use Link, Place in This Document and pick the bookmark.
Why won't Word accept my bookmark name?
Bookmark names must start with a letter and can't contain spaces. Use underscores instead.
How do I change the text of a hyperlink in Word?
Right-click the link, choose Edit Hyperlink and change the Text to display box.
Can Word make links automatically?
Yes. Type a web address and press Space or Enter, and Word turns it into a link.
