Outlook 365 in Windows 11 Not Spacing Emails Correctly

Hi @Jennifer Guliano,

Thank you for posting your question on Microsoft Q&A Community. We're happy to help you with your concern.

To help troubleshoot the spacing issue you're seeing in Outlook 365 on Windows 11, could you please clarify a few things:

1. Which part of the email appears double-spaced? Is it only the signature, or does it affect the body of your emails too?
2. Are you composing emails in plain text, HTML, or rich text format? You can check this under Format Text in the ribbon.
3. Did you copy your signature from another source (e.g., Word, a website, or an old email)? Sometimes formatting carries over and causes spacing issues.
4. Have you tried editing the signature directly in Outlook’s signature editor? If so, does the spacing still appear off?
   1. Does the issue occur in all emails or only when replying/forwarding?
5. Are you using any accessibility or display settings in Windows 11 that might affect text rendering?

Once we have a bit more detail, we’ll be better equipped to guide you toward a fix.

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1. Which part of the email appears double-spaced? Is it only the signature, or does it affect the body of your emails too? The signature isn't created that way, it just looks double-spaced when used in an email. Since the new computer with Windows 11, everything looks larger for all programs, desktop, folders, etc. It's kinda weird.
2. Are you composing emails in plain text, HTML, or rich text format? You can check this under Format Text in the ribbon. Emails are being composed in HTML.
3. Did you copy your signature from another source (e.g., Word, a website, or an old email)? Sometimes formatting carries over and causes spacing issues. No, it is the signature that has been setup in my email for the past year or so.
4. Have you tried editing the signature directly in Outlook’s signature editor? If so, does the spacing still appear off? The signature is not spaced oddly when I look at it in the editor.
   1. Does the issue occur in all emails or only when replying/forwarding? All emails.
5. Are you using any accessibility or display settings in Windows 11 that might affect text rendering? I have not adjusted any settings on the new computer so they are whatever the default is.

Hi @Jennifer Guliano,

Thank you for your prompt response.

Regarding to your question, the issue may be related to display scaling or rendering differences introduced with your new Windows 11 setup. Even though your signature looks fine in the editor, it may appear double-spaced in emails due to how Outlook and Windows handle font and layout scaling.

Here are a few steps you can try to fix or work around the issue:

1/ Check Windows Display Scaling

• Go to Settings > System > Display.
• Look at the Scale setting (e.g., 125%, 150%). Try setting it to 100% and see if the spacing improves in Outlook.
• Restart Outlook after making this change.

2/ Edit Signature with Line Breaks Instead of Paragraphs

• Open Outlook > Settings > Accounts > Signatures.
• In the signature editor, place your cursor between lines and press Shift + Enter instead of just Enter. This inserts a line break rather than a full paragraph break, which can reduce spacing.

3/ Recreate the Signature in Plain Text

• Create a new signature using plain text formatting to eliminate any hidden HTML or styling issues.
• Test sending an email with the new signature to see if spacing improves.

4/ Check Font Settings

• In the signature editor, ensure the font size and style are consistent.
• Sometimes Outlook defaults to larger fonts due to accessibility settings or display scaling.

5/ Try Outlook Web App

• Log in to https://outlook.office.com.
• Compose an email and check if the signature spacing looks normal. This can help determine if the issue is specific to the desktop app.

Hope my information helps. Please don't hesitate to reach out again for further assistance.

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None of those fixed the issue. I will just make do for now. Thank you.

Immersive Reader ?
https://support.microsoft.com/en-us/topic/open-immersive-reader-for-outlook-9249595c-4b9d-4f27-9f59-bc590a6152da