Free Microsoft Outlook Resources & Whitepapers

Extra line spaces between paragraphs

When sending HTML mail in OL2003, the recipient always seems to get my
messages with an extra line between each paragraph. However, this extra line
does not show up at my end (e.g. when looking at the sent messages folder).

What do I need to adjust to fix this?

Under Tools | Options, I have 'remove extra line break...' checked - but
that of course applies to Plain Text Messages.


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Recipients of my emails all complain that there are extra spaces between
paragraphs when I send from Outlook, using MS Word as my email editor. From
my Outlook, I see no problem, however. I also had this problem with the Auto
Signature, but was able to fix that one by following instructions from
another post using , , between lines in the Signature
settings. There does not seem to be an equivalent solution for the body of
the email.

I've recently gone from Office 2003 to Office 2007.

When I compose a new email message in Outlook 2007, or create a new Word
document, it adds a line between paragraphs automatically. I don't want it to
do this. It's a problem on many levels:

1. Copying-and-pasting what seem to be paragraphs that have a space line in
between them become paragraphs without a space line between them when pasting
them into plain-text formatted locations (such as this post!). (I'm guessing
this means that if someone receives my HTML email and opens it in something
that wants to use a plain text viewer without HTML, they'll get a lot of
extra lines between paragraphs in emails I sent them -- NOT the professional
image I'm after. But even if that isn't the case, I still need to be able to
copy-and-paste consistently.)

2. When I do a "reply" to an email message, it doesn't do this. Thus, if I
get used to no longer typing two paragraph marks, well... I don't get to get
used to anything!

This is extremely annoying.

The format is HTML by default, and Word is the default HTML email editor.

I've looked at Help files and all the Options and web articles I could find
for Outlook and Word, and it seems there's no way to permanently set it to
stop doing this. The only choice I see is the checkbox in Paragraph
formatting for "Don't add space between paragraphs of the same style" but
that only works for each message (or document) and you have to go in and
select it every time.

This About.com article says there's no way to make it a permanent change
without modifying the Normal.dot template, but it doesn't say how to do that:

http://wordprocessing.about.com/od/microsoftword2007/qt/extr aspace2007.htm

This MS KB article may offer a fix if I can read between the lines and
extrapolate the concept into 2007, but it says it Applies To 2003 and it's
not really addressing this issue:

http://support.microsoft.com/default.aspx/kb/284968

Maybe I can overcome this problem by creating a New style and making it the
default, but can I get the checkbox to stick? And, if so, how do I go about
doing that?

What do I do?

Thanks.

Jay

Outlook 2010

I am forever having to find the paragraph option to turn off the extra space between paragraphs. I would love to know whose brilliant idea that was...

I can locate the option, it takes at least 5 clicks to do. There is even the "Save as default" but it obviously doesn't work. Is there some other option that can be changed to get rid of that extra space?

Having some trouble with my signature in Outlook 2002. I have a simple
signature setup, the same one for both original emails and replies. I
generally use Rich Text email formats (I prefer it because it makes it easier
to imbed links to local network folders), and my signature looks just fine
with with that format, but for some reason, when replying to HTML formatted
emails, I get extra line spacing (extra white space between each line in the
signature).

Does anyone have any ideas why this is happening? It's almost like there's
a before and after line spacing setting that get's applied when I reply to
HTML messages.

Let me know if you need anything else from me.

I have been constantly having to go though the highlight and five-click process for every e-mail message to turn off the the retched "feature" that adds the space between paragraphs. I even tried to use the "Set as default" option.

I have been drawn to my wits end with this.
What can I do to turn this %^$# thing off permanently?

I use Microsoft Outlook and Word 2003. When I compose emails i double space
between the paragraphs. When the emails are delivered they show up in the
recipients box as double double spaced between paragraphs. I use word as my
text editor. How do I resolve this issue? Do I resolve it with Outlook or
Word?

When I send a New Message, extra line spaces appear in my signature. The
signature is fine for replies/forwards. Any help is greatly appreciated!

When I send a New Message, extra line spaces appear in my signature. The
signature is fine for replies/forwards. Any help is greatly appreciated!

I'm transitioning from OL-2000 to 2007 and am bumping up against a few
things. Here's one . . .

When I go to compose a new e-mail message, I find that when I press the
(Enter)-key to create a new line, OL automatically skips a space... which I
don't like and I'm trying to find a way to *not* have this happen.

I tried going into the "Normal" Style and I modified that to use the font I
like (Verdana) and to not insert extra line spacing between paragraphs, etc.
And the changes I made (to the Normal style) work fine, *if* I swipe the text
and apply the style. Problem is, I don't want to have to go through that
extra step. I just want the editor to behave that way (Verdana, no extra
line spacing, etc.) as the default.

I'm sure there must be a way to do this, but can't seem to find it by poking
around and reading the Help info, etc. If anyone can point me in the right
direction, that'd be great and much appreciated.

BTW, FWIW, I'm finding OL-2007 worth the learning curve effort. I like it a
lot. Takes a bit getting used to (coming from 2000) but it's definitely
worth the effort.

Thanks ahead of time.

—Thri

In Outlook (and Word) 2007 there is a default setting that adds an extra line
feed (space) “between paragraphs of the same style”. I found it very
difficult to get rid of. Somehow it seems connected to styles which I don’t
use and therefore don’t fully understand. While I have the issue in writing
e-mails, incoming ones add the extra space. If I delete the extra line feeds
in the reply Outlook adds them back when sending. The default condition
should be no extra spaces. Anyway, how do I get rid of this very irritating
problem on incoming messages?

In Outlook (and Word) 2007 there is a default setting that adds an extra line
feed (space) “between paragraphs of the same style”. I found it very
difficult to get rid of. Somehow it seems connected to styles which I don’t
use and therefore don’t fully understand. While I have the issue in writing
e-mails, incoming ones add the extra space. If I delete the extra line feeds
in the reply Outlook adds them back when sending. The default condition
should be no extra spaces. Anyway, how do I get rid of this very irritating
problem on incoming messages?

Outlook 2007 adds extra “line feeds” between paragraphs on all outgoing
messages. I can’t seem to stop it and it is slowly driving me mad. People
getting my e-mails must think I can’t write.

I have checked (“don’t add extra space…”) in the style formats. Doesn’t
help. The composed messages look fine. They get changed when they are sent.
Sometimes happens on incoming mail. I would go back to Office 2003 but too
many file extensions are now different. If I can’t fix this I may go to a
server based mail system.

Why MS made this change is beyond me. It’s in the same category as changing
the 2003 standard color palette.

Outlook 2007 adds extra “line feeds” between paragraphs on all outgoing
messages. I can’t seem to stop it and it is slowly driving me mad. People
getting my e-mails must think I can’t write.

I have checked (“don’t add extra space…”) in the style formats. Doesn’t
help. The composed messages look fine. They get changed when they are sent.
Sometimes happens on incoming mail. I would go back to Office 2003 but too
many file extensions are now different. If I can’t fix this I may go to a
server based mail system.

Why MS made this change is beyond me. It’s in the same category as changing
the 2003 standard color palette.

In Outlook 2007 email messages, I keep getting extra lines added between each
paragraph including in my signature block. This looks extremely tacky and is
frustrating as I can't find how to change this default. All the helpfile has
told me is that this is the default. How do I change the default? I have
tried in individual messages adjusting the paragraph spacing but this has no
effect. Any ideas?

When I create a new message in Outlook 2007, the line spacing is regular
single spaced with no extra vertical spacing between paragraphs. When I
reply, however, it seems to randomly (haven't been able to identify a
pattern yet) set the "Spacing above" and "Spacing below" to "Auto," which is
greater than 0. If I manually set it to 0, then it's fine for that message,
but the problem will recur in a future message.

2 Questions:

1. How does Outlook choose the form or template for a Reply?

2. How do I fix this so it always uses the form I want (in my case, no extra
spacing)?

Thanks,
Colin

I have posted a couple questions regarding line spacing in Outlook 2007, but
was told it was a Word issue. We know it is specifically an Outlook issue and
I am reposting my questions in the hopes of getting a solution:

My first post:
Hi,

I have read a lot of the posted discussions regarding line spacing in an
email, however, I'd like to get confirmation on this, if possible.

When one of our users creates a new email message in Outlook 2007, (Vista
operating system) the line spacing seems to be 1.5. We have already checked
the normal templates for Word, as well as Outlook, to make sure spacing is
set to single; and have also verified that the Normal style in his message is
set to single.

From what I've been reading, it seems the only solution is to use "Exactly"
a specified point size to correct this.

Is this the only solution? Why would this be happening?

He used the same font in Outlook 2003, running Windows XP, and did not have
this problem.

Thanks for any information you can provide

This is the response I received (He broke up the message):
When one of our users creates a new email message in Outlook 2007,
(Vista
operating system) the line spacing seems to be 1.5. We have already
checked
the normal templates for Word, as well as Outlook, to make sure
spacing is
set to single; and have also verified that the Normal style in his
message is
set to single.

If you are using Word as the e-mail editor (which I hear is the only
editor available in OL2007), the extra spacing you see between "lines"
is actually the spacing between paragraphs. You will need to adjust the
paragraph style to affect the spacing between paragraphs (hence your
question is on how to use Word and that's a different newsgroup).

He used the same font in Outlook 2003, running Windows XP, and did not
have
this problem.

Did he have OL2003 configured to NOT use Word as the new-mail editor and
instead use the one embedded into OL2003?

Here is my reply:
We made sure the spacing between paragraphs in Word was also changed. We
checked the spacing before and after, which is 0; and the line spacing is set
to single in Word. Both Outlook and Word have the exact same settings. [0 for
before and after; and single for line spacing.]

Our only fix, so far, is to use "exactly" - but this had to be changed for
new messages and for replies.
End ofposts

Our user did use Word as his mail editor in Outlook 2003.

We verified, prior to posting a question, that the defaults for both Word
2007 and Outlook 2007 are set up exactly the same way (paragraph defaults, as
well as the normal style):
Paragragh spacing before and after is set to zero; spacing is set to single.

So, my questions a
Is using "Exactly" for line spacing the only solution to ensuring single
spacing?
Why would this be happening in Outlook 2007 (using Vista OS), but did not
happen in Outlook 2003 (using XP OS)?

This one has us baffled. Thanks for any thoughts.

When I create a new message in Outlook 2007, the line spacing is regular
single spaced with no extra vertical spacing between paragraphs. When I
reply, however, it seems to randomly (haven't been able to identify a
pattern yet) set the "Spacing above" and "Spacing below" to "Auto," which is
greater than 0. If I manually set it to 0, then it's fine for that message,
but the problem will recur in a future message.

2 Questions:

1. How does Outlook choose the form or template for a Reply?

2. How do I fix this so it always uses the form I want (in my case, no extra
spacing)?

Thanks,
Colin

I have posted a couple questions regarding line spacing in Outlook 2007, but
was told it was a Word issue. We know it is specifically an Outlook issue and
I am reposting my questions in the hopes of getting a solution:

My first post:
Hi,

I have read a lot of the posted discussions regarding line spacing in an
email, however, I'd like to get confirmation on this, if possible.

When one of our users creates a new email message in Outlook 2007, (Vista
operating system) the line spacing seems to be 1.5. We have already checked
the normal templates for Word, as well as Outlook, to make sure spacing is
set to single; and have also verified that the Normal style in his message is
set to single.

From what I've been reading, it seems the only solution is to use "Exactly"
a specified point size to correct this.

Is this the only solution? Why would this be happening?

He used the same font in Outlook 2003, running Windows XP, and did not have
this problem.

Thanks for any information you can provide

This is the response I received (He broke up the message):
> When one of our users creates a new email message in Outlook 2007,
> (Vista
> operating system) the line spacing seems to be 1.5. We have already
> checked
> the normal templates for Word, as well as Outlook, to make sure
> spacing is
> set to single; and have also verified that the Normal style in his
> message is
> set to single.

If you are using Word as the e-mail editor (which I hear is the only
editor available in OL2007), the extra spacing you see between "lines"
is actually the spacing between paragraphs. You will need to adjust the
paragraph style to affect the spacing between paragraphs (hence your
question is on how to use Word and that's a different newsgroup).

> He used the same font in Outlook 2003, running Windows XP, and did not
> have
> this problem.

Did he have OL2003 configured to NOT use Word as the new-mail editor and
instead use the one embedded into OL2003?

Here is my reply:
We made sure the spacing between paragraphs in Word was also changed. We
checked the spacing before and after, which is 0; and the line spacing is set
to single in Word. Both Outlook and Word have the exact same settings. [0 for
before and after; and single for line spacing.]

Our only fix, so far, is to use "exactly" - but this had to be changed for
new messages and for replies.
End ofposts

Our user did use Word as his mail editor in Outlook 2003.

We verified, prior to posting a question, that the defaults for both Word
2007 and Outlook 2007 are set up exactly the same way (paragraph defaults, as
well as the normal style):
Paragragh spacing before and after is set to zero; spacing is set to single.

So, my questions are:
Is using "Exactly" for line spacing the only solution to ensuring single
spacing?
Why would this be happening in Outlook 2007 (using Vista OS), but did not
happen in Outlook 2003 (using XP OS)?

This one has us baffled. Thanks for any thoughts.

Thanks Jakub, that worked for new messages. How do you make it stop adding extra lines in replies?

Terry Howat wrote:

Outlook 2007 Message Body & Paragraph Formatting
07-Nov-08

It took some time to work out but here is what I discovered. With a new message form open, click in the body of the email, go to Quick Styles, right click on the desired style (in my case "Normal"), select Modify.

For settings that I wanted to adjust I made the changes and selected apply to new documents going forward.

Please keep in mind there are several parameters that can be changed (Font, Paragraph, etc..) by the FORMAT button in the lower left. It took a few tries to get all of my settings to take (as it would not take multiple adjustments in the same edit). Worked for me, good luck.

Previous Posts In This Thread:

On Saturday, May 10, 2008 8:45 PM
Ric wrote:

Word and Outlook 2007 adding space between paragraphs
I am having the same annoying problem, mostly with replies and
forwards in outlook 07. Anyone else annoyed by this or does everyone
just like space? Anyone found a solution?

Why won't microsoft stop trying to think for us? They're just messing
it all up.

On Saturday, May 10, 2008 8:45 PM
Ric wrote:

Re: Word and Outlook 2007 adding space between paragraphs
On May 9, 10:23 am, Ric wrote:

Okay, I was hoping to add to the thread, but that did not work. Here
is the original post with more info so my response doesn't sound so
cryptic.

--original post--
I've recently gone from Office 2003 to Office 2007.

When I compose a new email message in Outlook 2007, or create a new
Word
document, it adds a line between paragraphs automatically. I don't
want it to
do this. It's a problem on many levels:

1. Copying-and-pasting what seem to be paragraphs that have a space
line in
between them become paragraphs without a space line between them when
pasting
them into plain-text formatted locations (such as this post!). (I'm
guessing
this means that if someone receives my HTML email and opens it in
something
that wants to use a plain text viewer without HTML, they'll get a lot
of
extra lines between paragraphs in emails I sent them -- NOT the
professional
image I'm after. But even if that isn't the case, I still need to be
able to
copy-and-paste consistently.)

2. When I do a "reply" to an email message, it doesn't do this. Thus,
if I
get used to no longer typing two paragraph marks, well... I don't get
to get
used to anything!

This is extremely annoying.

The format is HTML by default, and Word is the default HTML email
editor.

I've looked at Help files and all the Options and web articles I could
find
for Outlook and Word, and it seems there's no way to permanently set
it to
stop doing this. The only choice I see is the checkbox in Paragraph
formatting for "Don't add space between paragraphs of the same style"
but
that only works for each message (or document) and you have to go in
and
select it every time.

This About.com article says there's no way to make it a permanent
change
without modifying the Normal.dot template, but it doesn't say how to
do that:

http://wordprocessing.about.com/od/m.../extraspace200...

This MS KB article may offer a fix if I can read between the lines and
extrapolate the concept into 2007, but it says it Applies To 2003 and
it's
not really addressing this issue:

http://support.microsoft.com/default.aspx/kb/284968

Maybe I can overcome this problem by creating a New style and making
it the
default, but can I get the checkbox to stick? And, if so, how do I go
about
doing that?

What do I do?

Thanks.

Jay

On Monday, May 19, 2008 5:36 AM
Jaku wrote:

Hi Ric and JayYou can fix that by editing template of normal document in
Hi Ric and Jay

You can fix that by editing template of normal document in outlook.

Open new message, click on "Quicke Styles" then click right on "normal"
style then "modify..."

Then select option "new documents based on this template",
after click on "format" button and select "paragraph"
make sure that the option for line spacing are:
Before - "0"
After - "0"
Line Spacing - "single"
and option "don't add space beetwing paragraphs of the same style"

Then click "OK" and "OK"

That should help

Regards
Jakub

"Ric" wrote:

On Thursday, May 22, 2008 7:37 AM
weewilli wrote:

Re: Word and Outlook 2007 adding space between paragraphs
Jakub

I cannot see "Quick Styles"

On Thursday, May 22, 2008 8:38 AM
Gizm wrote:

It's in "Format text" tab, or if you window is maximize then right click on
it is in "Format text" tab, or if you window is maximize then right click on
"normal template"

On Thursday, May 22, 2008 9:35 AM
weewilli wrote:

Re: Word and Outlook 2007 adding space between paragraphs
found it eventually
but its not easy

thanks

On Monday, July 28, 2008 5:28 AM
Gezze wrote:

I have the same problem on Outlook 2003.
I have the same problem on Outlook 2003. And there i cant find niehter "Quick
Styles" nor "Format Text"
How to change the template there?
Im editing mails in HTML Format without Word as editor

"Gizmo" wrote:

On Sunday, August 31, 2008 12:02 PM
SBMul wrote:

Jakub,Tried your solution but after I finally found the format button, when I
Jakub,
Tried your solution but after I finally found the format button, when I
right click on it I don't get anything about templates or paragraph
formatting - my only choices have to do with adding to the Quick Access
toolbar or placement of the ribbon. I am using Outlook 2007 and Vista and
this problem is driving me crazy. I have a project that requires formal
letter-head business letters developed in Word and pasted within the body of
the e-mail (no attachments allowed). What my recipient gets has double
spaced letterhead, many extra line spaces in the body of the letter and
double spaced text that shouldn't be. I have tried using both Rich Text and
HTML and both are a disaster.
Do I need to set some other parameter, like security?
Thanks
--
Sandra

"Gezzen" wrote:

On Thursday, October 09, 2008 10:50 AM
jan jansen wrote:

Outlook 2007 adding space between paragraphs
I first had the problem that the quick styles button was not enabled. But that was because my cursor was in the subject line. After I moved my cursor below to the body part, it works

On Friday, November 07, 2008 4:19 PM
Terry Howat wrote:

Outlook 2007 Message Body & Paragraph Formatting
It took some time to work out but here is what I discovered. With a new message form open, click in the body of the email, go to Quick Styles, right click on the desired style (in my case "Normal"), select Modify.

For settings that I wanted to adjust I made the changes and selected apply to new documents going forward.

Please keep in mind there are several parameters that can be changed (Font, Paragraph, etc..) by the FORMAT button in the lower left. It took a few tries to get all of my settings to take (as it would not take multiple adjustments in the same edit). Worked for me, good luck.

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Each time I create a new email the text goes to double line spacing. This was
also occuring in Word, however 'Dell Tech Support' who carefully checked all
the settings were correctly saved, they finally managed to resolved this
double line spacing issue in 'Word' by creating a new 'Normal' template.

They attempted using the same solution in the 'Normal Email' template but
this has failed. So each time I create a new email I currently have to
manually tick the option: - 'Don't add space between paragraphs of the same
style', my sytem will not save a corrected default version. Even this option
fails on returned email history.

Please advise how to resolve this problem?
--
Thanks
FB

Ls,

In Outlook I set the before and after spacing for the paragraph to 0. But
when the mail is read in Hotmail or some program like that, there will be the
default HTML spacing for . This results in double line spacing.

The work around I found is using SHIFT+ENTER this will result in a line feed

which gives no extra line spacing.

But when I use a bullet list I must give ENTER to start the next bullet.
When read in hotmail this results in a double spaced bullet list.

I tried different settings (no space for paragraphs with same style,
optionsno space for HTML, etc.), but no luck. I found the code to chance the
spacing in HTML but can't find a (easy) way to put the code in my E-mail.

Does anyone have a solution?

Many thanks

PeterHS

Hi-
This has been a problem for me for the past couple years with Outlook 2002,
2003 and now 2007. When I write emails to people and hit Enter, Outlook shows
me the cursor dropping one line (without a space in between). When I want a
space between my paragraphs I have to hit Enter twice. Seems simple enough.

However, when I see replies coming back to me and when I have seen my email
in other systems (mostly web based as far as I can tell: Hotmail, Gmail,
etc.) there are always double the number of line spaces. For instance, if I
press Enter twice in order to see a space between paragraphs, to them it
looks like I have hit Enter 4 times.

Can anyone help with what might be causing this and how I can fix this? It
is really annoying that this is happening.

Thanks!
-Dan

Hi, all

I am creating a newsletter in HTML. When I looked it in outlook 2007, it puts an extra line space in one of my paragraph. As an example:

it should looks like:
"This is a test paragraph. Please help
me to resolve it ...."

But in outlook 2007, it looks like:
"This is a test paragraph. Please help

me to resolve it".

I tested it with Gmail, hotmail, outlook 2003, it looks fine.

Could anyone help me about that?

Thanks

Hi-
This has been a problem for me for the past couple years with Outlook 2002,
2003 and now 2007. When I write emails to people and hit Enter, Outlook shows
me the cursor dropping one line (without a space in between). When I want a
space between my paragraphs I have to hit Enter twice. Seems simple enough.

However, when I see replies coming back to me and when I have seen my email
in other systems (mostly web based as far as I can tell: Hotmail, Gmail,
etc.) there are always double the number of line spaces. For instance, if I
press Enter twice in order to see a space between paragraphs, to them it
looks like I have hit Enter 4 times.

Can anyone help with what might be causing this and how I can fix this? It
is really annoying that this is happening.

Thanks!
-Dan


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