The Ultimate Guide To Creating Single Spaced Text In Microsoft Word

Single spacing is one of the most frequently used text formats in Microsoft Word, especially for internal documents, drafts, and informal reports. While it may seem simple, many users struggle with inconsistent spacing due to hidden paragraph settings, default templates, or accidental formatting changes. Understanding how to apply true single spacing—consistently and correctly—can save time, improve readability, and ensure your document meets required standards.

This guide walks through every method to achieve single spaced text, explains why spacing sometimes appears incorrect despite being set to “single,” and provides best practices to maintain clean formatting across any document.

Understanding Line Spacing in Microsoft Word

Line spacing refers to the vertical distance between lines of text within a paragraph. Microsoft Word offers several options: single, 1.15, 1.5, double, and custom spacing. Despite its name, “single” spacing in Word doesn’t always mean zero space between lines—it includes a small amount of extra space (typically 2–4 points) based on font size, which can vary depending on the version of Word and document template.

The default line spacing behavior has evolved over versions. In Word 2007 and earlier, single spacing was truly tight. Starting with Word 2010, Microsoft introduced subtle spacing adjustments to enhance readability, meaning that even when set to \"single,\" there may still be visible gaps.

“Many users think they’re using single spacing when they’re actually on 1.15—the default in modern Word versions. True consistency comes from manually setting spacing values.” — David Lin, Technical Documentation Specialist

How to Apply Single Spacing: Step-by-Step Methods

There are multiple ways to apply single spacing in Word. Each method suits different scenarios, from quick edits to large-scale formatting.

Method 1: Using the Ribbon Toolbar

1. Select the text you want to format (or press Ctrl + A to select all).
2. Navigate to the Home tab.
3. In the Paragraph group, click the small arrow in the bottom-right corner to open the Paragraph dialog box—or use the line spacing icon (up/down arrows with lines).
4. Click the line spacing dropdown and choose Single.
5. Ensure no additional spacing (Before or After) is applied unless needed.

Method 2: Keyboard Shortcut

• Ctrl + 1: Applies single spacing to selected text instantly.
• Ctrl + 5: Sets 1.5 spacing.
• Ctrl + 2: Sets double spacing.

This shortcut works universally across Windows versions of Word and is ideal for rapid formatting during editing.

Method 3: Modify Default Paragraph Style

If you frequently create documents requiring single spacing, change the default Normal style:

1. Right-click the Normal style in the Styles pane (Home tab → Styles group → expand arrow).
2. Select Modify.
3. Click Format → Paragraph.
4. Set Line Spacing to Single, and set “Before” and “After” spacing to 0 pt.
5. Check “New documents based on this template” if you want future files to follow this format.
6. Click OK.

Tip: Use Ctrl + 1 after pasting content from external sources to quickly reset line spacing, which often carries over unwanted formatting.

Common Issues and How to Fix Them

Even after applying single spacing, documents may appear uneven. Here’s why—and how to fix it.

Extra Space Between Paragraphs

By default, Word adds spacing after each paragraph (often 8pt), creating visual breaks even when line spacing is set to single. To remove this:

1. Select the relevant paragraphs.
2. Open the Paragraph dialog (Home → Paragraph → small arrow).
3. Set “Spacing After” to 0 pt.
4. Repeat for “Before” if necessary.

Pasting Content Retains Original Spacing

When copying from websites or other Word documents, embedded formatting persists. Use Paste Special:

• Copy the text.
• In Word, go to Home → Paste → Keep Text Only (clipboard with A icon).
• Then apply single spacing using Ctrl + 1.

Font Size Affects Perceived Spacing

Larger fonts like 14pt may cause Word to automatically increase spacing slightly for legibility. To override:

• Set line spacing to Exactly in the Paragraph dialog.
• Enter a value equal to or just above the font size (e.g., 12pt font → 12–13 pt line spacing).

Note: Using “Exactly” can clip tall characters or diacritics; use cautiously.

Do’s and Don’ts of Single Spacing

Do	Don't
Use Ctrl + 1 for fast, consistent single spacing	Rely solely on the line spacing button without checking paragraph settings
Remove spacing Before/After paragraphs for tight formatting	Add blank lines between paragraphs instead of proper spacing controls
Modify the Normal style if single spacing is your standard	Manually adjust spacing on every new document
Use “Keep Text Only” when pasting from external sources	Paste formatted text directly into professional documents

Real-World Example: Formatting a Business Memo

Sarah, an office manager at a mid-sized firm, was tasked with distributing internal memos that followed company branding guidelines: Calibri 11pt, single spaced, no extra gaps. Her initial drafts looked unprofessional—lines were uneven, and paragraphs had noticeable breaks.

She discovered that while she had set line spacing to “Single,” the “After” spacing was still set to 8pt from the default template. By modifying the Normal style to use 0pt spacing after paragraphs and saving it as the default, all future memos automatically appeared clean and compact. She also trained her team to use Ctrl + 1 after editing, reducing formatting complaints by 70%.

This case illustrates how small spacing settings impact professionalism—and how mastering them leads to efficient, polished communication.

Frequently Asked Questions

Why does my text look double-spaced even after selecting single spacing?

This usually happens because of residual paragraph spacing. Check the “After” value in the Paragraph settings—many templates add 8–10pt after each paragraph. Set it to 0pt for truly compact text.

Can I make single spacing the default for all new documents?

Yes. Modify the Normal style, then in the Modify Style dialog, click “Format” → “Paragraph,” set spacing to Single and 0pt Before/After, then click “Set as Default…” and choose “All documents based on the Normal.dotm template.”

Is single spacing acceptable for academic papers?

Most academic styles (APA, MLA, Chicago) require double spacing for submissions to allow room for comments. However, single spacing is standard for business writing, internal notes, and some technical documentation. Always check submission guidelines before finalizing formatting.

Best Practices Checklist

Checklist: Achieving Perfect Single Spacing

• ✅ Select all relevant text (Ctrl + A)
• ✅ Press Ctrl + 1 to apply single spacing
• ✅ Open Paragraph settings and confirm “Line spacing” = “Single”
• ✅ Set “Before” and “After” spacing to 0 pt
• ✅ Use “Keep Text Only” when pasting external content
• ✅ Save modified Normal style as default if needed
• ✅ Preview in Print Layout view to verify appearance

Maintaining Consistency Across Documents

For professionals who produce numerous documents, consistency is key. Consider creating a custom template (.dotx) with single spacing pre-configured:

1. Open a new blank document.
2. Adjust the Normal style: single spacing, 0pt Before/After, preferred font/size.
3. Go to File → Save As → This PC → Browse.
4. Choose file type: Word Template (*.dotx).
5. Name it (e.g., “SingleSpacedTemplate.dotx”) and save in the Templates folder.
6. Now, access it via File → New → Personal whenever you need a properly formatted starting point.

This eliminates repetitive formatting and ensures brand or organizational standards are met every time.

Conclusion

Creating single spaced text in Microsoft Word is more than just clicking a button—it requires attention to paragraph settings, style defaults, and source formatting. When done correctly, it results in clean, professional-looking documents that communicate clearly and efficiently.

Whether you're preparing internal memos, technical summaries, or personal notes, mastering single spacing gives you greater control over your document’s appearance and readability. Implement these techniques today to streamline your workflow and eliminate frustrating formatting surprises.

💬 Start applying precise single spacing now—share your own tips or challenges in the comments below!