How to Insert a Hyperlink into an E-mail Using Microsoft Outlook 2003 or 2007
Oftentimes we have the need collaborate on projects and share documents such as Excel spreadsheets or Word documents. This can lead to documents being e-mailed back and forth, which not only generates confusion, but also uses up e-mail space; a valuable resource.
There is a better way...
Any type of a file, be it a Word, Excel, PDF, image file, or all others, can be hyperlinked to in an e-mail.
Hyperlinking to documents as opposed to e-mailing them has several advantages:
· Hyperlinks take up zero additional space in e-mail - no bulky attachments!
· Users can keep a collaborative document in a centralized location on a shared drive.
As a result, both efficacy and efficiency can be increased.
Note: Outlook must first be setup to edit e-mail messages with Microsoft Word before a hyperlink can be created in an e-mail.
From the body of an e-mail there are three ways to bring up the Insert Hyperlink dialog box:
1. From the top menu, select "Insert," then select "Hyperlink..." from the menu.
2. In the body of the e-mail, right click to bring up the context-sensitive menu. Select "Hyperlink..."
3. From the body of the e-mail, press Ctrl+K.
All three methods will bring up the Hyperlink dialog box.
The Hyperlink Dialog Box
The Hyperlink dialog box contains to two important fields:
· Text to display - This is the text that the recipient of the e-mail can click on in order to follow the hyperlink.
· Address - The address is the actual path that the hyperlink will follow to the document.
Note: If text is highlighted in the document before opening the Insert Hyperlink dialog box, then that text will automatically appear in the "Text to display" field.
Inserting the Link
1. Use the "Browse for File" icon to locate an object to link to. Once the object is selected, the path will be added to the "Address" field. (The path will also be added to the "Text to display" field if text was not highlighted before opening the Insert Hyperlink dialog box.)
2. Check the "Text to display" field to make sure that the appropriate text will be displayed for the hyperlink.
3. Press "OK."
Once the hyperlink is inserted, the user can still click on to edit the text of the link without following it. In order to follow the link, hold down Ctrl and left-click (Crtl+Click).
Success!
After successfully inserting a hyperlink into an e-mail, this efficient tool can be used to share documents in future projects, and help to tidy up e-mail when sending web links as well.
Published by Robert Vinciguerra
Founder of "The Rev. Rob Times," (www.revrob.com) Rev. Robert A. Vinciguerra has been a longtime student of journalism. Currently, he holds a government job where is a technical writer, instructional designe... View profile
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13 Comments
Post a CommentHow to add CC address while doing hyperlink with outlook
How To Add Cc address in outlook with hyperlink And Signature In Note
I meant to add - only having this issues with links to server based docs, not web addresses....
I have a problem where hyperlink isnt an option in the insert dropdown, its not viewable when you right click, and ctrl K doesnt do anything. Im in Outlook 2003. Anyone know how to make it so hyperlink becomes an option?
Thanks!! Maybe you should also add to to allow Word to edit emails, but it is in one of the answers below! Worked like a charm!
This is perfectly working (insert hyperlink on the image attach to email signature) simply select the image attached under signature & press ctrl+K. Then the magic will come! Huge thank you...well done!
There is a better way to do hyperlinks in Word or Outlook 2003 which allows automatic hyperlinks. Go to Tools>Autocorrect Options>Autoformat As You Type tab; then check the Internet and Network Paths With Hyperlinks box. Then, when you type or paste an URL into your e-mail and hit the space bar the URL turns blue and becomes a link.
OL2007. For months, I have gone crazy looking how to place an address or url in OL without having to go through the: Select text 2-Rt mouse click 3- select hyperlink...
Thank you for Ctrl-K and using Editor Options -> AutoCorrect Options -> Autoformat As You Type -> Hyperlinks. YES!!
How do i insert a long hyperlink more than 600 characters?
Hyperlink is such a great tool that I use very often for internal emails. But what a horrible interface it is - no room for short cuts! We just had Office 2007 - but no improvement to 2003 !
Cheers Yarn