Reduce Line Spacing in Word: A Step-by-Step Guide

Updated 5 November 2026 · Standard formula, shown below

Reducing the gap between lines in Microsoft Word makes a document more compact and can help fit text neatly on a page. You can change spacing for selected paragraphs or set a tighter default for the whole document; all you need is the document open in Word.

What You’ll Need

A document open in Microsoft Word. The steps below apply to the desktop app on Windows or Mac; labels can vary slightly by version.
Permission to edit the text, if the document is protected or shared with restricted access.

Step-by-Step

Select the text you want to change. To adjust one paragraph, click anywhere inside it; you usually do not need to select every word. To apply the change to several paragraphs, drag across them or use the selection shortcuts for your system. To format the whole document, press Ctrl+A on Windows or Command+A on Mac while the document body is active. If the document has multiple sections with different formatting, check each section afterward.
Open the line-spacing controls. Select the Home tab. In the Paragraph group, find the Line and Paragraph Spacing button, usually shown with horizontal lines and up-and-down arrows. If the Word window is narrow, the controls may be condensed; widen the window or open the Paragraph settings dialog using the small launcher arrow in the Paragraph group.
Choose a tighter line-spacing option. Open Line and Paragraph Spacing and select 1.0 for single spacing. If the text is currently set to 1.5 or double spacing, this will reduce the distance between lines. Other presets, such as 1.15, may be available. Choose one and inspect the selected text before making further adjustments.
Remove extra space between paragraphs if needed. The gap that looks like extra line spacing may actually be paragraph spacing. In the same menu, look for options such as Remove Space After Paragraph or Remove Space Before Paragraph. The wording and which options appear depend on the current formatting. Use these when whole paragraphs are separated by more space than the lines within them.
Fine-tune the spacing. For a precise setting, open the Paragraph dialog. On Windows, use the launcher arrow in the Paragraph group; on Mac, look for Format > Paragraph or the Paragraph dialog from the ribbon. Under Indents and Spacing, find Line spacing. Choose Single, Multiple, or another available setting. If you choose Multiple, enter a value below the current one, such as 0.9, to make lines closer together. Avoid making it so tight that characters overlap or become difficult to read.
Set paragraph spacing separately. In that dialog, review Before and After under Spacing. These values control the space around paragraphs, not the distance between lines inside one paragraph. Reduce unnecessary values, or set them to 0 pt if the document should have no extra paragraph gap. Keep any spacing required by a template or assignment.
Apply the change and check the result. Confirm the dialog with OK or close the menu after choosing an option. Review the text on the page, including headings, lists, and the end of the document. If you selected only one paragraph, repeat the steps for other paragraphs that need the same treatment.
Make the setting apply to new text, if that is your goal. To change the document’s default paragraph style, modify the Normal style rather than repeatedly formatting paragraphs. Open the Styles pane, right-click or Control-click Normal, choose Modify, and use the formatting controls to set spacing. If available, choose the option to apply the change to new documents based on the template only when you want that broader effect. Save the document.

Common Mistakes

Changing line spacing when the issue is paragraph spacing. If each paragraph has a large gap after it, check the After value in Paragraph settings or use the remove-space command. Single spacing alone may not remove that gap.
Formatting only part of the document by accident. A selection can end before the final paragraph, or a click may leave just one paragraph active. Select the intended text carefully and check the beginning and end of the range.
Using an extremely small multiple value. Tight spacing can cause text to collide, especially with larger fonts, superscripts, or mixed font sizes. Choose a readable setting and check the most crowded areas.
Expecting one setting to override every style. Headings, lists, and other styles can have their own paragraph spacing. Adjust the relevant style or select those paragraphs separately.
Confusing line spacing with page margins. Tighter lines can reduce page count, but changing margins is a separate layout adjustment and may not be appropriate for a required format.

Tips

Start with the built-in Single setting before entering a custom value. It is easier to read and less likely to create overlapping text.
Use the Paragraph dialog when you need to control both line spacing and the space before or after paragraphs precisely.
For consistent formatting, update a paragraph style instead of manually changing every instance. This also makes later revisions easier.
Turn on formatting marks with the ¶ button on the Home tab if you need to see paragraph breaks. A paragraph mark at the end of each paragraph can help identify where paragraph spacing is being applied.
Save a copy before making broad formatting changes to a long or important document. You can then compare the layout or restore the earlier version if necessary.

Troubleshooting

The lines still look far apart: Open Paragraph settings and check both Line spacing and the Before and After spacing values. Also check whether the text uses different paragraph styles. A heading style may intentionally add space around headings.

Only some paragraphs changed: The selected range may not have included all the text, or the remaining paragraphs may use separate styles or section formatting. Select the unaffected paragraphs and repeat the adjustment. For a consistent document, modify the styles used by those paragraphs.

Text overlaps after reducing spacing: Return to the Paragraph dialog and choose Single or increase the custom multiple value. Check for large font sizes, raised or lowered characters, and objects that affect the paragraph layout.

The spacing menu is missing or unavailable: Make sure the document is open in an editable view and that text is not protected. If the ribbon is simplified or the window is narrow, expand it or open the full Paragraph dialog from the menu or Format controls.

The change disappears when you type: The paragraph style may be applying its own formatting to new paragraphs. Modify that style, or use the formatting options for the current paragraph and check whether Word is continuing the previous paragraph’s style when you press Enter.

Frequently Asked Questions

How do I reduce line spacing in Word for the entire document?
Select the document body with Ctrl+A on Windows or Command+A on Mac, then choose Home > Line and Paragraph Spacing > 1.0. Check headings and lists afterward, since they may use separate styles.

How can I reduce spacing without changing the font?
Change only the line-spacing or paragraph-spacing controls in the Paragraph menu. These settings do not require you to change the font family or size.

Why is there a large gap between paragraphs but not between lines?
Paragraphs can have extra spacing before or after them. Open Paragraph settings and reduce the Before or After value, or use the appropriate remove-space option.

Can I use a custom line-spacing value?
Yes. In the Paragraph dialog, choose Multiple and enter a value. A value below the current setting reduces spacing, but check that the text remains readable and does not overlap.

How do I keep tighter spacing in new Word documents?
Modify the default paragraph style, commonly Normal, and choose the option to apply the change to new documents based on the template if it is offered. The exact controls can differ by Word version.

Does reducing line spacing change the page margins?
No. Line spacing controls the vertical distance between lines; margins control the blank area around the page. Change margins separately only if the document’s requirements allow it.

Method: the standard formula for this calculation, rounded as each result states. See how the calculators work or report an error.