How to Change Default Paragraph Line Spacing in Microsoft Word

Modern versions of Microsoft Word use a default paragraph spacing model consisting of 1.08 line spacing combined with an 8-point gap after every paragraph. While this layout provides modern web-like spacing, many academic standards (such as APA, MLA, and Chicago styles), legal drafting conventions, and publishing houses require strict double spacing (2.0) with zero point gaps after paragraphs, or tight single spacing (1.0). Manually adjusting paragraph formatting every time you open a blank document is tedious and error-prone. Setting your preferred line spacing as the permanent default modifies Word’s global template, ensuring every new document starts with your exact formatting.

Changing Default Line Spacing via the Paragraph Dialogue

The most direct method to modify line spacing permanently across Word is through the Paragraph Settings dialogue box.

1. Launch Microsoft Word and open a new blank document.
2. Ensure you are on the Home tab of the ribbon.
3. Locate the Paragraph section. Click the small dialogue launcher icon (a tiny arrow inside a square) located in the bottom-right corner of the Paragraph group.
4. The Paragraph dialogue box will open on the Indents and Spacing tab.
5. Look for the Spacing section in the lower half of the window:
   • Before: Typically set to 0 pt.
   • After: Word defaults to 8 pt. For clean single or double spacing without awkward gaps between paragraphs, change this value to 0 pt.
   • Line spacing: Click the dropdown menu and select your required model: Single, 1.5 lines, Double, or Multiple (where you can type custom numbers like 1.15 or 1.25).
6. In the bottom-left corner of the Paragraph dialogue box, click the Set As Default button.
7. A confirmation prompt will ask: “Do you want to set the default alignment, indentation, and spacing of the paragraphs for:”
   • Select All documents based on the Normal.dotm template? (Selecting This document only will only affect the current file).
8. Click OK to confirm.

Whenever you press Ctrl + N or launch Word to create a new blank document, your new documents will immediately adopt your configured line and paragraph spacing.

Alternative Method: Updating the Normal Style Directly

In Microsoft Word, default text formatting is governed by the core Normal paragraph style. You can also enforce your preferred line spacing directly through the Style inspector:

1. On the Home tab, look at the Styles gallery.
2. Right-click on the Normal style thumbnail and select Modify…
3. In the Modify Style window, click the Format button in the bottom-left corner and select Paragraph.
4. Configure your desired Line spacing (e.g., Double or Single) and set Spacing After to 0 pt.
5. Click OK to return to the Modify Style window.
6. At the bottom of the window, select the radio button for New documents based on this template.
7. Click OK to save changes to the underlying Normal.dotm template file.

Resetting Line Spacing in Pre-Existing Documents

Updating the default template automatically formats all future documents, but it does not retroactively alter existing saved files. To update line spacing across an existing document:

1. Open the document in Word.
2. Press Ctrl + A (Windows) or Cmd + A (macOS) to highlight the entire text.
3. On the Home tab, click the Line and Paragraph Spacing icon (lines with up and down arrows).
4. Choose your desired spacing number (e.g., 1.0, 1.15, 1.5, or 2.0).
5. Click the icon again and select Remove Space After Paragraph if extra blank gaps appear between paragraphs.

Quick Keyboard Shortcuts for Line Spacing

While typing or editing documents, you can toggle between common line spacing formats instantly using these keyboard shortcuts on highlighted text:

• Ctrl + 1: Single line spacing (1.0)
• Ctrl + 2: Double line spacing (2.0)
• Ctrl + 5: 1.5 line spacing
• Ctrl + 0 (zero): Toggle 12 points of space before the selected paragraph on or off