Outlook changing default views

Question

Outlook is adding spacing before and after paragraphs on all my email replies. It is in the body of the email, my signature making the emails to be LONG, frustratingly LONG. Why? Why is my view being changed by Outlook???

It is also changing font size to 12pt and APTOS. I DO NOT LIKE the APTOS font! I do not want this font in my emails. Can I delete it??

Answer 1

Do you see formatting issues with messages that you create as well? For example, if you create a new message in Outlook and send it to yourself, do you still see formatting issues?

Answer 2

Dear @Jane Dahl,

Thank you for reaching out to Microsoft Q&A forum.

I’m genuinely sorry to hear about the frustrating experience you’ve been having with Outlook. I understand how disruptive it can be when your settings aren’t behaving as expected, especially when it comes to something as important as email formatting.

From what I gathered, it seems your Outlook has likely been updated to the new Microsoft 365 Default Theme. This update replaces the classic Calibri 11pt font with Aptos 12pt and introduces new paragraph spacing settings, which might be causing the issues you’re seeing with font reversion and unwanted spacing.

The reason your font keeps reverting even after you change the defaults is often due to a hidden conflict between your Signature formatting, Word templates, and Immersive Reader settings. While I can't access your account directly to diagnose this, I can certainly guide you through some steps that might help resolve the issue.

Please try the following steps, and I sincerely hope they’ll resolve the problem for you:

 

1: Remove the Extra Spacing

This is likely the cause of your emails becoming "long." Even if you delete your signature, hidden HTML tags can persist.

1. Open a New Email.
2. Go to the Format Text tab on the ribbon.
3. Click the small arrow in the bottom corner of the Paragraph group to open Paragraph Settings.
4. Change Spacing Before to 0 pt and After to 0 pt.
5. Change Line spacing to Single.
6. Click Set As Default at the bottom, select "All documents based on the NormalEmail.dotm template," and click OK.

2: Delete Aptos and Force Calibri 11pt

Microsoft doesn't allow you to "delete" the Aptos font file easily, but you can override the theme that forces it.

1. In Outlook, go to File > Options > Mail > Stationery and Fonts.
2. Click Font under both "New mail messages" and "Replying or forwarding messages."
3. Manually change them to Calibri, Regular, 11.
4. Go back to a New Email, click the Format Text tab, click Change Styles > Fonts, and select Office 2013 – 2022. Then click Change Styles > Set as Default. This forces Outlook to use the old "Calibri-based" engine.

3: Check "Immersive Reader"

If your received emails look spaced out and have a different font, you might have accidentally enabled Immersive Reader.

1. Open an email you received.
2. Go to the View tab.
3. Look for Immersive Reader. If it is highlighted, click Close Immersive Reader. This feature often overrides your display settings to make text "easier to read" by adding massive gaps and changing fonts.

I truly hope these steps help resolve your issue. If not, I’m more than happy to assist you further and troubleshoot additional solutions. Your patience and understanding are greatly appreciated as we work together to get this sorted.

If you have any other questions or need more assistance, don’t hesitate to reply. I’m here to help and looking forward to hearing back from you.

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Answer 3

I have updated all 'defaults', all 'fonts', all sizes!! EVERY email received CHANGES to Aptos 12pt!!

I want my font to remain the same.... 11pt and Calibri. I do NOT want the Outlook 'default font.