Email formatting issues and large spaces can ruin the professional appearance of your message. This is especially frustrating when you’ve spent time crafting the perfect email, only to see uneven spacing, misaligned text, or unnecessary blank lines. If you’ve encountered this problem, you’re not alone—and the solution is simpler than you might think.
To start, watch this short video that demonstrates how to quickly resolve these issues.
The steps explained in the video are detailed below for your convenience, along with additional tips to ensure your emails look polished every time.
Step-by-Step Fix: Removing Extra Spaces
The most common cause of these formatting issues is copying and pasting content from platforms like Google Docs or Microsoft Word into your email editor. This can result in hidden formatting elements that disrupt your email’s appearance.
Here’s how to fix it:
Identify the Problem Line: Locate the line or section of the email that appears weirdly formatted, such as having extra spaces or large gaps.
Place the Cursor: Click at the beginning of the problematic line.
Backspace and Enter: Press the backspace key to remove any hidden formatting or extra spacing, then immediately press Enter to reset the line.
Check Consistency: Repeat this process for any other sections where you notice formatting irregularities.
This simple trick eliminates most unwanted spaces and ensures your email looks tidy.
Additional Tips for Clean Email Formatting
To prevent formatting issues in the future, keep the following best practices in mind:
Use a Plain Text Editor: Before pasting content into your email, copy it into a plain text editor (like Notepad) to strip any hidden formatting. Then, copy it from the plain text editor into your email.
Preview Your Email: Always use the preview feature in your email client to check for formatting issues before sending.
Stick to the Email Editor Tools: Avoid using external formatting tools when possible. Use the formatting options provided by your email client to create a clean and consistent layout.
Test on Multiple Devices: Formatting may appear differently on desktops and mobile devices. Send test emails to yourself and check on various devices to ensure uniformity.
Be Careful with Images and Tables: These elements can sometimes cause unexpected spacing issues. Use them sparingly and preview how they affect the overall layout.