How to Link to a File, Email, or Location in a Word Document

For quick access to a file, to create an email, or to jump to a different spot, you can create a link in a Word document easily.

To make things easier for yourself or your reader, you can link text to items in your Word document. You may already know that you can create a hyperlink to a web page. But you can also link text to another file, an email address, or a different spot in your document.

This is handy for quickly accessing a file related to your current document, giving your reader a fast way to send your company an email, or jumping to a specific location in the document.

The process for adding these links is similar, with only some small adjustments on Windows versus Mac. So if you’re ready to make your Microsoft Word document more functional and useful, let’s get to it!

Access the Link Tool

To link a file, email, or document location, you’ll follow the same initial process to open the Insert Hyperlink tool.

On Windows, select the text and then do one of the following:

  • Right-click and pick Link.
  • Go to the Insert tab, click Links, and choose Link.

Click Links in the ribbon

On Mac, select the text and then do one of the following:

  • Right-click and pick Hyperlink.
  • Go to the Insert tab, click Links, and choose Link.
  • Click Insert > Hyperlink from the menu bar.

Click Links in the ribbon

Link to a File in a Word Document

Open a file related to your document without having to stop what you’re doing and navigate to it each time. You can link right to it!

With the Insert Hyperlink tool open, click Existing File or Web Page on the left.

Below Look In, you can select Current Folder or Recent Files. But you can also use the drop-down list, Up One Folder, or Browse for File buttons to the right.

After selecting the file from one of the above spots, you’ll see its exact location appear in the Address box. If this is the file you want, click OK.

Link to a file in Word on Windows

You’ll see your text linked as indicated by the blue underlined font. To open the file, hold your Control key and click the link.

Linked file in Word

On Mac, pick Web Page or File, click Select to browse for and choose the file, and hit OK when you’re ready. You don’t have to hold the key to follow the link on Mac; just click it.

Link to a file in Word on Mac

Link to an Email in a Word Document

If you link to an email address in the document, the user can then click the link, and a compose email window will open with their default email client or allow them to choose, depending on their platform.

In the Insert Hyperlink tool, click E-mail Address on the left. Complete the E-mail address field or choose a Recently used e-mail address.

Optionally, enter a Subject line which will prepopulate in the sender’s email. This can be helpful so that the recipient knows it’s related to this particular document or about a certain topic. Just note, the sender can change the subject line.

Click OK.

Link to an email in Word on Windows

Like with the link to a file above, the user holds Control as they click the link to compose their email.

Linked email in Word

On Mac, the fields for linking to an email are the same, and you can click the link in the text to compose the email.

Link to an email in Word on Mac

Link to a Location in a Word Document

Linking to a spot in your Word document is also convenient. The options for this type of link are a bit limited, however. You can choose the top of the document, a heading, or a bookmark.

In the Insert Hyperlink tool, click Place in This Document on the left. On the right, choose a document location. If you use headings, those will appear as selectable items. Click OK.

Link to a document location in Word on Windows

And as you’ve probably already guessed, hold Control and click to follow the link.

Linked document location in Word

On Mac, select This Document, choose the location, and hit OK. Once more, you can click the link to follow it in Word on Mac.

Link to a document location in Word on Mac

More Resources With a Click in Word

Linking text in your Word document to files, emails, and locations can save you and your reader a lot of time.

For some helpful related tutorials, check out how you can follow these types of links in Word without using the Control key or how to stop Word from creating a link when you type a URL.

1 Comment

1 Comment

  1. Corey

    You’ll note in all the “insert hyperlink” window images that the items to link to are
    – file
    – webpage
    – place in doc
    – new doc
    – email

    a particular FOLDER is not technically an option. Despite that, I’ve not previously had an issue linking to a folder, but suddenly it now seems problematic … any advice on a folder-specific link?

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