Fri. Jan 21st, 2022

Outlook provides undesirable line spacing to messages attributable to formatting points once you obtain a reply from a web-based e-mail program.


These of you who use Microsoft Outlook might have seen that this system usually provides unintentional line spacing in messages, particularly between traces that shouldn’t have any spacing and between paragraphs that ought to have solely single spacing. This occurs once you obtain a reply to certainly one of your emails from somebody who makes use of a web-based program comparable to Gmail. The problem happens completely in Outlook’s HTML mode due to the way in which this system treats line and paragraph breaks for web-based e-mail purchasers.

SEE: 50 time-saving tricks to velocity your work in Microsoft Workplace (free PDF) (TechRepublic)  

If this dilemma bothers you, there are a number of workarounds relying on how a lot time you need to spend tackling the difficulty. For these steps, I am utilizing Outlook from the Microsoft 365 suite, however they need to apply simply as effectively in any of the previous a number of variations of Outlook.

To first try the formatting difficulty, compose an e-mail that incorporates a number of traces and a number of other paragraphs one after the opposite. The traces must be separated by a single paragraph break, whereas the paragraphs must be separated by two paragraph breaks. When completed, ship the e-mail to your self or another person at a Gmail handle (Determine A).

Determine A


Discover that the e-mail formatting appears to be like superb in Gmail. Reply to the e-mail. Verify the reply in Outlook. Discover that there are actually areas between the one traces and double areas between the paragraphs (Determine B).

Determine B


How are you going to take care of this annoyance? Listed below are a number of solutions.

Use plain textual content as an alternative of HTML

Because the default format in Outlook, HTML is required if you happen to’re sending messages with totally different fonts, bullet lists, embedded photos, or hyperlinks. However for a straight text-based e-mail, you possibly can flip to plain textual content. To vary the format in a brand new e-mail in Outlook, click on the Format Textual content tab on the Menu bar after which choose Plain Textual content.

Wealthy Textual content is another choice, nevertheless, RTF is designed to work solely inside Outlook, so an e-mail formatted in wealthy textual content could also be transformed to plain textual content or HTML relying on the third-party e-mail shopper. As such, plain textual content is a safer wager (Determine C).

Determine C


Press Enter as soon as after every paragraph

The issue with Outlook formatting lies in the way in which Microsoft treats a single paragraph return as a double return within the HTML format. A technique round this downside is to press the Enter key as soon as as an alternative of twice after every paragraph. The disadvantage right here is that the e-mail could also be more difficult to learn and work with in your finish. However at the least the proper formatting will likely be preserved (Determine D).

Determine D


Press Shift+Enter as soon as after every line and Shift+Enter twice after every paragraph

Whereas urgent the Enter key inserts a tough paragraph return in Outlook, urgent Shift+Enter inserts a line break. As such, utilizing Shift+Enter will protect your line and paragraph formatting in HTML mode. Sure, having to press Shift+Enter this fashion will be annoying and time-consuming, however it could be possible for shorter emails. After you have composed a brand new e-mail this fashion, click on the Format Textual content tab on the menu and click on the button for Present/Conceal Paragraph mark. The top of every line ought to present an arrow pointing to the left reasonably than the standard paragraph image (Determine E).

Determine E


Use discover and exchange to interchange every paragraph mark with a daily line break.

As a substitute of manually inserting line breaks, let Outlook clear up your e-mail for you by way of a easy Discover and Change. After you have composed your e-mail, transfer your cursor to the highest of the message and click on the Change button on the House ribbon. With the cursor within the Discover What area, click on the Particular button and choose Paragraph Mark. Transfer to the Change with area, click on the Particular button and choose Handbook Line Break. Click on Discover Subsequent to begin the search. You may then click on the Change button for every occasion or click on Change All to alter all situations in a single shot (Determine F).

Determine F


Lastly, some individuals appear capable of resolve the difficulty by modifying the road spacing for the default model or template utilized in Outlook. However in my testing of those strategies, the issue endured. For me, performing a discover and exchange is the simplest and quickest possibility and the one I would suggest if it is advisable work within the HTML format and need to retain the proper line spacing.

Additionally see

  • Workplace 365: A information for tech and enterprise leaders (free PDF) (TechRepublic)

  • How one can recall a message despatched in Microsoft Outlook


  • How one can use a rule to ahead emails in Outlook


  • How one can sync your Microsoft Outlook and iPhone calendars (TechRepublic)

  • Microsoft Outlook: 6 nice add-ins for enterprise customers


  • How one can obtain and set up Microsoft 365 apps on Mac, iPad or iPhone (TechRepublic)
  • 6 straightforward ideas for cleansing up your private {and professional} inbox (TechRepublic Premium)
  • Extra must-read Microsoft protection (TechRepublic on Flipboard)

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