Outlook Insert Page Break: Step-by-Step Guide

To insert a page break in Outlook, place your cursor where you want the break, then press Ctrl+Enter on Windows (or Option+Return on Mac) while composing an email. This forces the text after the cursor to start on a new page, which is useful when printing or viewing an email in a fixed page layout.

Why Would You Need a Page Break in Outlook?

Outlook emails are primarily digital, but page breaks become relevant when you print an email or save it as a PDF. Without a page break, Outlook flows text continuously, and a long email might split awkwardly across printed pages—for example, a table header at the bottom of one page and its data on the next. Inserting a page break lets you control exactly where one page ends and the next begins, ensuring each section stays together.

Page breaks are also handy when you compose an email that includes multiple distinct sections (like an agenda, a summary, and an appendix) and you want each to start on a fresh page when printed. While most recipients won’t see the break on screen, it affects pagination in print preview and any PDF you generate.

How to Insert a Page Break in Outlook (Desktop)

The method depends on your Outlook version and whether you’re using the new Outlook or classic Outlook. Here are the steps for each:

Classic Outlook (Windows)

1. Open a new email or reply to an existing one.
2. Place your cursor exactly where you want the page to break.
3. Press Ctrl+Enter. This inserts a manual page break.

If you prefer using the ribbon, go to the Insert tab and click Page Break (in the Pages group). This is available in the email editor, which is based on Word’s editor.

New Outlook (Windows and Mac)

The new Outlook (the current default for many users) also supports page breaks, but the ribbon location may differ slightly:

1. Click in the email body where you want the break.
2. Go to the Insert tab.
3. Click Page Break (you might need to look under the “Pages� or “Text� group).

If you don’t see the Page Break button, you can still use the keyboard shortcut Ctrl+Enter (Windows) or Option+Return (Mac).

Outlook on the Web (OWA)

In Outlook on the web, the email editor is simpler and does not have a direct “Page Break� button. However, you can still insert a page break by using the keyboard shortcut Ctrl+Enter (Windows) or Command+Enter (Mac). This works in the compose window. If you need a visual button, you may need to switch to the full editor (if your organization has enabled it) or use the shortcut.

What Does a Page Break Look Like?

When you insert a page break, you’ll see a dotted line with the words “Page Breakâ€� in the middle (in classic Outlook). This line is visible only in the editing view; it doesn’t appear in the final email or when printed. If you don’t see the line, you might have the “Show/Hide ¶â€� button toggled off—click the ¶ symbol in the Paragraph group to show formatting marks.

It’s important to distinguish a page break from a section break. A page break simply ends the current page and starts a new one. A section break allows you to change page layout (like margins or orientation) for a portion of the email. For most email needs, a page break is sufficient.

How to Remove a Page Break

If you decide you don’t want the page break anymore, removing it is easy:

1. Make sure formatting marks are visible (click the ¶ button).
2. Place your cursor just before the “Page Break� line.
3. Press Delete on your keyboard.

Alternatively, place your cursor right after the break line and press Backspace. If you have multiple page breaks, repeat the process.

Common Problems and Solutions

• Page break not working in new Outlook: Some users report that Ctrl+Enter doesn’t insert a break in the new Outlook. Try using the Insert tab > Page Break button instead. If that’s missing, your organization might have a custom template that disables it.
• Page break appears but doesn’t print correctly: Check your print settings—make sure you’re printing with the same paper size as your page setup. Also, ensure that your email isn’t set to “Fit to Pageâ€� in the print dialog, which can override manual breaks.
• Page break in an email that’s forwarded or replied: Page breaks are preserved when you forward or reply, but if the recipient uses a different email client, the break might be ignored. This is rare, but it’s worth knowing that not all email clients respect manual page breaks.
• Can’t see the page break line: Turn on formatting marks (¶) to see it. The line is a non-printing character, so it’s hidden by default.

Alternatives to Page Breaks

If your goal is to keep certain content together (like a table or a list) without forcing a full page break, you can use the “Keep with nextâ€� paragraph setting. This is a Word feature that Outlook’s editor inherits:

1. Select the paragraph(s) you want to keep together.
2. Right-click and choose Paragraph.
3. Go to the Line and Page Breaks tab.
4. Check Keep with next or Keep lines together.

This prevents awkward breaks without creating a new page. It’s a better choice when you only need to avoid a split, not start a new page.

Printing and PDF Considerations

When you print an email, Outlook uses the default printer settings. Page breaks you insert will be honored, but the actual pagination depends on your printer’s paper size, margins, and scaling. To see exactly how your email will look on paper, use Print Preview (File > Print > Preview) before printing. If you’re saving as a PDF, the page breaks will be baked into the PDF, so you can share a perfectly paginated document.

One common misconception is that page breaks affect how the email looks on a screen. They don’t—on screen, the email flows continuously. Only when you print or convert to PDF does the break become visible. This is why some users are surprised to see a page break line in the editor; it’s a non-printing formatting mark.

Frequently Asked Questions

Does inserting a page break affect how the email looks to the recipient?

No, the recipient sees the email as a continuous scroll, regardless of page breaks. Page breaks only matter when the email is printed or converted to PDF. So you can use them freely without worrying about the on-screen experience.

Can I insert a page break in Outlook on my phone?

The Outlook mobile apps (iOS and Android) do not have a page break feature. The email editor is simplified, and there’s no way to insert a manual page break. You’d need to use the desktop or web version to add one.

Why is my page break not showing in the email?

Page breaks are non-printing characters, so they’re hidden unless you turn on formatting marks. Click the ¶ (pilcrow) icon in the editor to show them. If you’re looking for a visual break in the email itself, remember that page breaks don’t appear on screen—only in print or PDF.

What’s the difference between a page break and a section break in Outlook?

A page break simply ends the current page and starts a new one. A section break also ends the page but additionally allows you to change page layout settings (like margins, orientation, or columns) for the new section. For most email needs, a page break is sufficient; section breaks are overkill.

Can I insert a page break in an email signature?

Technically, yes, if you edit the signature in the signature editor, you can add a page break. However, it’s not recommended because signatures are often included in replies and forwards, and a page break could cause unexpected pagination when printing. Better to keep signatures simple.

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