Your email signature is often the final touch in a professional message, so making it as polished and user-friendly as possible is key to leaving a great impression. A clickable email address or phone number can save time and make contacting you a breeze for clients, colleagues, or potential business partners. Fortunately, Outlook offers a simple way to create clickable links in your signature, enhancing the overall user experience.
In this guide, we’ll walk you through how to make both your email address and phone number clickable in Outlook – whether you’re using the desktop app or Outlook online.
1. Adding a Clickable Email Address
Making your email address clickable is simple and effective for encouraging quick responses.
On Desktop (Outlook for Windows/Mac):
- Open Outlook.
- Go to File > Options.
- Click on Mail and select Signatures under “Compose messages.”
- Choose the signature you want to edit or create a new one.
- Type your email address in the text box.
- Highlight your email address and click on the Insert Hyperlink icon (it looks like a chain link).
- In the “Address” field, type mailto: followed by your email address (e.g. mailto:youremail@domain.com).
- Press OK.
Now, when someone clicks on your email address in the signature, their default email application will automatically open with your email address pre-filled.
On Outlook Web:
- Open Outlook in your web browser.
- Click the Settings icon (the gear) at the top right and select View all Outlook settings.
- Navigate to Mail > Compose and reply.
- In the signature editor, type your email address.
- Highlight the email and click on the Link icon (it looks like a chain link).
- In the pop-up, select Email Address and type your email (e.g. youremail@domain.com).
- Press OK.
2. Adding a Clickable Phone Number
Adding a clickable phone number allows the recipient to dial your number directly from their phone or computer.
On Desktop (Outlook for Windows/Mac):
- Follow the steps to open the Signatures editor as mentioned above.
- In the text box, type your phone number.
- Highlight your phone number and click on the Insert Hyperlink icon.
- In the “Address” field, type tel: followed by your phone number (e.g. tel:+441234567890).
- Press OK.
Now, clicking your phone number on a mobile device or computer with calling features enabled will automatically dial the number.
On Outlook Web:
- Follow the same steps to open the signature editor as explained above.
- Type your phone number.
- Highlight the phone number and click the Link icon.
- In the pop-up, select Web Address (URL) and type tel:+44 followed by your number (no spaces) (e.g. tel:+441234567890).
- Press OK.
3. Testing Your New Clickable Signature
After making these changes, it’s always a good idea to test the links to ensure they work as expected.
- Send a test email to yourself or a colleague.
- Check that clicking the email link opens a new email draft.
- Confirm that clicking the phone number initiates a call (on devices where calling is possible).
Why It’s Important
Having clickable email addresses and phone numbers in your Outlook signature enhances the overall experience for anyone receiving your message. Instead of manually copying and pasting your contact details, recipients can connect with you instantly with just one click. Whether it’s sending you a quick email or dialling your phone number, this small addition saves valuable time and effort, especially for clients or colleagues who are busy or on the go.
By making your contact details interactive, you’re not only improving convenience but also presenting a more polished and professional image. It shows that you’re thinking about the user experience, which can leave a positive impression. By following the steps above, you’ll ensure that your communications are efficient, seamless, and easy for others to engage with.
Need help setting up your email signature or managing your IT systems? Book a quick 15-minute consultation with Nick today and let’s chat about how we can make your business communications seamless.
