4 Easy Ways to Embed Video in Your Emails: Step-by-Step Guide

Feel like your emails are missing that wow factor?

Video could be your game-changer. This all-in-one guide will walk you through four foolproof methods to embed videos in your emails. From quick GIFs to advanced HTML5 techniques, we’ve got you covered. Ready to up your email game? Let’s dive in!

Four Quick Ways to Embed Videos in Emails

  1. GIFs: Universally supported and easy to make. They tease your video content and boost clicks. Platforms like Loom simplify the process.
  2. Static Images: Simple but effective, especially with a YouTube play button. It’s a visual nudge that takes viewers straight to YouTube. 
  3. Text Links: Quick, universally supported, and data-friendly. Great for a last-minute add-on or to use alongside GIFs. 
  4. HTML5 Videos: For the tech-savvy, offers in-email playback but has limited email client support. Use it cautiously. 

Table of Contents

  • Introduction: Why Video is Your Secret Weapon in B2B Marketing and When You Can Use a Video
  • The Tools of the Trade: Loom vs. Vidyard
  • Four Ways to Embed Videos in Emails
  • Mix It Up: Combining Methods
  • Frequently Asked Questions (FAQs)
  • Conclusion and Key Takeaways


Why Video is Your Secret Weapon in B2B Marketing

In the fiercely competitive arena of B2B marketing, you need every advantage you can get. That’s where video comes in, serving as your secret weapon for a multitude of reasons:

Table: Benefits of Using Video in Email Marketing

Enhanced EngagementEngages multiple senses, making your message more memorable and impactful.
Builds Trust & CredibilityActs as a virtual face-to-face meeting, allowing you to establish trust and showcase your brand’s personality.
Simplifies Complex TopicsBreaks down complicated subjects into digestible bits, aiding understanding.
Increases Time Spent on EmailEncourages recipients to engage more deeply with your content, increasing the likelihood of taking action.
Boosts Conversion RatesHigher engagement, trust, and understanding lead to increased conversions, especially for competitive keywords like ‘cold email tools’ and ‘LinkedIn ads’.

Enhanced Engagement

Text and images can only do so much to capture attention. Video, on the other hand, engages multiple senses, making your message more memorable and impactful. It’s the difference between telling someone about your product and showing it in action.

Builds Trust and Credibility

A well-crafted video can serve as a virtual face-to-face meeting, allowing you to establish trust and credibility with your audience. It’s an opportunity to showcase not just your products but also your brand’s personality.

Simplifies Complex Topics

Got a complicated product or a nuanced service offering? A video can break down complex topics into digestible bits, making it easier for your audience to understand the value you’re providing.

Increases Time Spent on Email

The longer someone spends on your email, the more likely they are to take action. Videos encourage recipients to spend more time engaging with your content, increasing the chances of them taking the next step in the customer journey.

Boosts Conversion Rates

All these benefits culminate in one crucial outcome: higher conversion rates. Whether you’re aiming to rank for ‘cold email tools,’ ‘LinkedIn ads,’ or any other competitive keyword, embedding videos in your emails can significantly boost your conversions.

By strategically embedding videos in your emails, you’re not just enhancing the visual appeal; you’re elevating the entire user experience. It’s like going from standard definition to 4K; once you experience it, there’s no going back.

When You Can Use a Video

Table: Use Cases for Video in Business Communication

Use CaseHow Video Adds Value
ProspectingPersonalized videos can warm up cold leads, making them more likely to engage in a phone call or meeting.
Onboarding ClientsVideos offer a more personalized and efficient way to welcome new clients, eliminating the need for scheduling calls.
Client Relationship BuildingRegular video updates keep clients informed and engaged, without the need for lengthy meetings or calls.
Team CommunicationQuick video messages can streamline internal communications, making it easier to update and align team members.


Video isn’t just a flashy add-on; it’s a powerful tool for prospecting. Sending personalized videos to potential clients can be the nudge they need to hop on a phone call with you. It’s a dynamic way to introduce your services and can significantly increase the chances of converting a prospect into a signed contract. In fact, I’ve recently made a video on this very topic, which I’ll link to once it’s released.

Onboarding Clients

Forget the hassle of scheduling phone calls to welcome new clients. With video, you can create a more personalized onboarding experience. Whether it’s a custom video message or an automated email with a generic but engaging video, you’re making the onboarding process smoother and more enjoyable for your new clients.

Client Relationship Building

Maintaining strong relationships with your clients is crucial, and video can make it easier. Regular video updates can keep your clients in the loop about project progress, performance metrics, or any other updates. It’s a quick and efficient way to communicate, saving you the time and effort it would take to schedule a phone call or Zoom meeting.

Team Communication

And let’s not forget internal communications. Platforms like Loom can be invaluable for quick updates among team members. Whether you’re explaining a new strategy, asking for updates, or providing feedback, a short video can often communicate your message more effectively than a long email.


So, whether it’s for prospecting, onboarding, client relationship building, or even internal communications, video can be your go-to medium. It’s not just about making your emails more interactive; it’s about making your entire communication strategy more effective and efficient.

The Tools of the Trade: Loom vs. Vidyard

Before you can even think about embedding a video in an email, you need to record one, right? And for that, you need the right tool. Two of the most popular platforms for this are Loom and Vidyard. Both are fantastic in their own right, but they have some key differences that might make one more suitable for your needs than the other. Let’s break it down.


Loom is a video messaging tool that allows you to record and share quick videos. It’s great for everything from prospecting to team updates.


  • User-friendly interface
  • Free plan available
  • Offers both desktop and browser extensions for recording
  • Allows inline video playback in emails


  • Limited customization options
  • The free plan has a watermark


Vidyard is a more comprehensive video platform designed for businesses. It offers robust analytics and integration with various CRM systems.


  • Advanced analytics
  • Customizable video players
  • Integration with marketing platforms like HubSpot
  • Designed for both individual and team use


  • No free plan
  • Might be overkill for simple use-cases

Four Ways to Embed Videos in Emails

Now that you’re well-versed in the leading tools for recording videos, let’s dive into the nitty-gritty of how to actually embed these videos into your emails. Trust me, it’s easier than you think!

Method 1: Hyperlinking GIFs

You can easily create Video GIFs for your emails using platforms like Loom, Vidyard, or gifs.com. Let’s break down how to do it.

Why GIFs Are a Great Choice

GIFs are more than just eye-candy; they’re a strategic tool for boosting engagement. They’re universally accepted by email clients like Gmail and Hotmail, and they offer a tantalizing preview of your video content, increasing the likelihood that recipients will click through to watch the full video.

Steps to Embed Loom Video GIFS in Email

So you’re a fan of quick and easy? Loom has got you covered. Here’s how to get your video GIF into your email in no time:

  1. Click on Loom: Open the Loom app and hit the record button. It’s the same platform many use for YouTube videos.
  2. Share and Embed: Once you’re done recording, click ‘Share,’ then ‘Embed,’ and finally ‘Copy GIF Thumbnail.’

   3. Paste in Email: Head over to your email and paste the GIF right in.

  4. Personalize the Title: You can change the title of the video in the email to something like ‘Video for John,’ making it more personal and engaging.

  5. Hyperlink the GIF: Once you pasted your GIF in the email, click on the GIF and then click on the hyperlink icon at the bottom of the email. Then, add the URL of the video or website that has the video. 

Table: Summary of Steps for Embedding Loom Video GIFS in Email

1Open LoomLaunch the Loom app and get ready to record.
2Record VideoHit the record button and capture the content you want to share.
3Share & EmbedAfter recording, click on ‘Share,’ followed by ‘Embed,’ and then select ‘Copy GIF Thumbnail.’
4Paste in EmailNavigate to your email client and paste the copied GIF into the body of your email.
5Personalize TitleCustomize the video title in the email to make it more engaging, like ‘Video for John.’
6Hyperlink the GIFClick on the GIF within your email and hyperlink it to the location where your video is hosted.
Why Loom?

The click-through rate is impressive because Loom automatically creates a GIF that’s hard to resist. It’s a game-changer for engagement.

Steps to Embed Manually Created Video GIFS in Email

If you’re not using Loom or Vidyard, or if you’re looking for a more manual approach, gifs.com is your go-to:

Note: The only downside is the gifs.com watermark if you’re using the free version. But for just $2 a month, you can get rid of it.

  1. Navigate to Your Video: Go to the video you want to turn into a GIF.
  2. Edit the URL: In your browser, add ‘gif‘ in front of the YouTube URL. For example, https://www.gifyoutube.com/watch?v=PCSI1Si_btA. This will take you directly to the GIF editor.
  3. Animate and Customize: Use gifs.com to animate your video. Add a play button for higher click-through rates.
  4. Download and Embed: Once you’re satisfied, download the GIF and embed it in your email.
  5. Hyperlink the GIF: Just like with Loom, make sure to hyperlink the GIF to the video’s hosting location in the email. 

Method 2: Hyperlinking Static Images

The Basics of Using Static Images

Static images are another effective way to link to your video content. While they may not have the dynamic appeal of GIFs, they’re still a solid choice for certain situations.

Steps to Embed Static Image in Email

  1. Get a screenshot of the video: Use either YouTube shortcut or Canva method to create the static image for your video. 

Using YouTube Shortcut Method

Navigate to the YouTube video you want to take a screenshot of. Click the ‘Share’ button below the YouTube video, then click ‘Embed’. 

By clicking embed, you get an image that people recognize as a YouTube thumbnail. Screenshot this image: 

The image has this cool play button already there from YouTube, so people often don’t realize they can’t watch the video directly in the email. They click on it and get taken to YouTube to watch it there.

Using Canva Method: Alternatively, you can take a screenshot of the video you created, then use Canva to add a play button and export the image.

   2. Embed the image to the email: Add the image you downloaded to the email using the image icon at the bottom of the email. 

   3. Hyperlink the image: Just like with GIFs, hyperlink the image to the video’s hosting location in the email, be it YouTube or your own website.

Table: Summary of Steps To Embed Static Image in Email

1Get a ScreenshotNavigate to the video and take a screenshot. Use either the YouTube ‘Share’ and ‘Embed’ options to get a YouTube thumbnail or take a screenshot of the video and use Canva to add a play button and export the image.
2Embed the ImageInsert the screenshot into your email using the image icon.
3Hyperlink the ImageHyperlink the image to the video’s hosting location, be it YouTube or your own website.

Why Choose Static Images?

Static images are less data-intensive than GIFs, making them a good option for recipients with slower internet connections. They’re also universally supported by email clients. Plus, the recognizable YouTube play button can boost click-through rates, as people may not realize they can’t watch the video directly in the email.

Method 3: Hyperlinking Text

The Simplicity of Text Hyperlinks

Sometimes, less is more. If you’re looking for a quick and straightforward way to guide your audience to a video, text hyperlinks are your best friend.

Steps to Embed Hyperlinked Text in Email

  1. Craft Your Text: Write a compelling sentence or phrase that you’ll hyperlink. Make it relevant to the video content. For example, “Check out this video for a deep dive into our latest product features.”
  2. Hyperlink the Text: Highlight the text and add the hyperlink directing to the video’s hosting location.

Gmail Perks: On Gmail, video links often appear at the bottom of the email, providing an extra nudge for the recipient to click.

Why Choose Text Hyperlinks?

Text hyperlinks are the most universally supported method across all email clients. They’re also the least data-intensive, making them a good choice for recipients with slower internet connections. Plus, they’re quick to create, saving you time when you’re in a rush.

Method 4: HTML5 Videos

The Future is Here, Sort Of

HTML5 allows you to embed videos that can be played directly within the email. Sounds like magic, right? Well, it’s not without its caveats.

Limited Support: Not all email clients support HTML5 videos. Gmail and Hotmail, for example, won’t play ball. Only about 30% of all email clients support HTML5 videos. It’s a shame, really, because having playback in the email itself would undoubtedly get the most engagement. So, include a fallback image or GIF that recipients can click to watch the video on another platform.

Steps to Embed HTML5 Video in Email

1. Host Your Video: First, upload the video you want to embed to a web server or a video hosting service that allows direct linking to video files.

2. Create Fallback Image: Take a screenshot or create an image that will serve as a fallback for email clients that don’t support HTML5 video.

3. Upload Fallback Image: Just like the video, upload the fallback image to a web server or an image hosting service.

4. Write the HTML Code: Use an HTML editor or even a simple text editor to write the HTML code for embedding the video. Here’s a sample code snippet:

<video width=”320″ height=”240″ controls>

   <source src=”your-video-file.mp4” type=”video/mp4″>

   <!– Fallback for email clients that don’t support HTML5 video –>

   <a href=”your-video-link”>

     <img src=”fallback-image.jpg” alt=”Watch the video” width=”320″ height=”240″>



Note: Replace your-video-file.mp4 and fallback-image.jpg with the actual URLs where your video and image are hosted.

5. Test the Code: Before embedding it in your email, test the code in various web browsers to make sure the video and the fallback image display correctly.

6. Embed in Email: Copy the HTML code and paste it into the HTML editor of your email marketing software. If you’re using a service like Mailchimp, you’ll find an option to switch to ‘Code’ view where you can paste your HTML.

7. Send Test Email: Always send a test email to yourself and a few different email clients to make sure everything looks good.

Why Go the HTML5 Route?

HTML5 videos offer the most seamless user experience, allowing recipients to watch the video without leaving their email client. However, due to limited support across email clients, it’s a method best used sparingly and with caution.

Mix It Up: Combining Methods 

Another cool trick is to use text hyperlinks in conjunction with other methods like GIFs. For instance, below a GIF, you could write, “You can watch the video here,” and hyperlink it. This gives the recipient two clickable options, increasing the likelihood of engagement.

Frequently Asked Questions (FAQs)

  1. Is it expensive to host videos for email embedding?
    • The cost can vary. Services like Vidyard and Loom offer free plans, but if you’re looking for more advanced features, you might need to go for their premium plans.
  2. Is it legal to embed other people’s YouTube videos in my emails?
    • Embedding a YouTube video using a link isn’t illegal, but it’s always good to give credit to the creator and ensure you’re not infringing on any copyrights.
  3. Do videos in emails increase the email size?
    • Embedding the video itself won’t, but if you’re adding a high-res fallback image, it could. Always optimize images to keep email sizes manageable.
  4. Will videos in emails be considered as spam?
    • Not necessarily, but it’s crucial to follow best email practices to ensure your emails don’t end up in the spam folder.
  5. How do I track video engagement in my emails?
    • Most video hosting platforms offer analytics. You can also use UTM parameters in your video URLs to track clicks and engagement via your analytics software.
  6. Can I autoplay videos in emails?
    • Autoplay is generally not recommended due to varying support across email clients and potential annoyance to the recipient.
  7. What video formats are best for email embedding?
    • MP4 is widely supported and offers a good balance between quality and file size.
  8. How do I make my videos mobile-responsive in emails?
    • Use responsive design techniques in your HTML code to ensure the video scales properly on mobile devices.
  9. Can I embed live-streaming videos in emails?
    • Live-streaming directly within an email is not supported, but you can use a static image or GIF that links to the live stream.
  10. What’s the ideal video length for email campaigns?
    • Keep it short and sweet. A 1-2 minute video is usually ideal to get your message across without losing the viewer’s attention.


Embedding videos in your emails isn’t just a flashy gimmick—it’s a strategic move that can significantly elevate your B2B marketing game. From the universally accepted GIFs to the more advanced, yet limited, HTML5 embedding, there’s a method that fits your needs and technical know-how. So why settle for plain text when you can make your emails a multimedia experience? It’s time to give your email campaigns the upgrade they’ve been waiting for. 

Key Takeaways

  • Versatility of Video: Whether it’s for prospecting, onboarding, or client relationship building, videos offer a dynamic way to communicate.
  • Method Matters: Choose your embedding method wisely. GIFs are universally accepted, while HTML5 offers in-email playback but has limited support.
  • Engagement Boost: Videos can significantly increase your click-through rates and overall engagement.
  • Fallback is Key: Always have a fallback option, especially if you’re venturing into HTML5 embedding.
  • Don’t Forget the Details: From hyperlinking your GIFs and images to choosing the right hosting platform, the devil is in the details.

And there you have it—a comprehensive, no-stone-unturned guide to embedding videos in your B2B email campaigns. Ready to hit “send” on your next game-changing email? 💌

Further Reading

You won’t want to miss our deep dives into video prospecting for lead generation and cutting-edge cold email strategies and tools—so make sure to check out our other articles to elevate your B2B game!

Philip Ilic

Philip Ilic

B2B Growth Specialist

Phil helps B2B SaaS companies with growth marketing and is a deep specialist in Linkedin advertising and paid social more generally (Facebook, Twitter, LinkedIn). He runs a paid social agency called Superlumen.co and is the founder of B2Bhero.co.


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