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Outlook doesn’t behave like a word processor for email formatting. When you ask to change margins, you’re really trying to control whitespace around your content—something that can be affected by the editor (Word vs HTML), message format, and even the recipient’s client.
This guide gives you the quickest reliable routes: the Word-based margin method on Outlook for Windows, practical table/padding workarounds when margins won’t stick, and realistic options for Outlook Web and Outlook on Mac.
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If you tell me your exact Outlook version (Windows/Mac/Web and whether you’re on Microsoft 365), I can tailor the steps. For now, follow the methods below in order and you’ll get consistent results fast.
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In Word, page margins control the printable area on a page. In email, there often isn’t a true “page” for the recipient—only an HTML layout that different mail clients render differently.
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That’s why Outlook may appear to let you change margins, but the visible result can vary. The most dependable approach for “email whitespace” is often table-based padding (inline styles), because HTML email clients interpret that more consistently than Word page margins.
Before you start: what version and editor you’re using
Margins are controlled by the editor you’re composing with.
- Outlook for Windows usually supports margin changes when it’s using the Microsoft Word editor.
- Outlook Web (OWA) has limited layout controls; true page margins are often not available.
- Outlook for Mac behaves similarly to Windows if Word editing is enabled, but UI wording can differ.
Also check your message format: margins are far more predictable when the message is HTML (not Plain Text).
Method 1: Change margins in Outlook (Windows desktop) using Word editor
This is the quickest way when your Outlook is configured to edit email using Word. It’s also the closest match to the “page margins” concept.
Step 1 — Confirm your message is using the Word editor
In Outlook for Windows:
- Go to File > Options.
- Select Mail.
- Find the section for Compose messages.
- Ensure Use Microsoft Word to edit e-mail messages is checked.
- In Message format, set Compose in this message format to HTML.
- Click OK and restart Outlook if prompted.
If you don’t see that Word editor checkbox, your Outlook build may be managed by policy—or you may be using an environment that restricts Word editing.
Step 2 — Open the message in the compose window that supports Word layout
Create a new email:
- Click New Email (or press Ctrl + N).
- Click inside the email body.
- Confirm you have a familiar Word-like ribbon (Layout, Table tools, etc.).
If you only see minimal formatting options, you’re likely in a different editor mode (Plain Text or a simplified compose surface).
Step 3 — Set margins (and what to expect)
With the Word editor enabled:
- In the ribbon, click the Layout tab.
- Select Margins.
- Pick one of the presets (examples: Normal, Narrow), or choose Custom Margins….
- For a custom setup, set values like:
| Field | Common starting values |
|---|---|
| Top | 0.5 in (0.5) |
| Bottom | 0.5 in |
| Left | 0.5 in |
| Right | 0.5 in |
After you apply margins, scroll to verify the email content moved. Also remember: even if Outlook changes the layout, some recipients will still see different spacing due to their mail client’s rendering rules.
Step 4 — Save as a template so it’s consistent
If you do this often, don’t repeat it every time.
- Compose the email with the margins you want.
- Go to File > Save As.
- Set Save as type to Outlook Template (*.oft).
- Name it something like Promo_NarrowMargins.oft.
- Click Save.
Use the template from New Items or Choose Form (depends on your Outlook UI).
Method 2: Fix margins with layout tables (works even when Word margin controls don’t stick)
If your goal is consistent whitespace in email, table padding is often the most reliable method. It avoids relying on page margins and instead controls the HTML box around your content.
When to use table-based padding instead of page margins
- You send to people using different clients (Gmail, Apple Mail, mobile apps).
- Outlook “margin” settings apply locally but recipients still see the same spacing.
- You need a specific left/right gutter for branding.
How to implement padding in an email (simple inline approach)
Use an HTML snippet with a table that wraps your content. The idea: create a full-width table and add padding in the cell.
- In your Outlook email, switch formatting to HTML (Message format).
- Paste this wrapper around your content:
<table role="presentation" width="100%" cellspacing="0" cellpadding="0"> <tr> <td style="padding: 0 20px 0 20px;"> <p style="margin:0;">Your content here</p> </td> </tr>
</table>
Adjust the padding numbers to match your desired margins. For example, 20px is usually a noticeable side gutter; 10px is lighter.
If your Outlook compose window doesn’t let you edit raw HTML directly, paste from a text/HTML editor into Outlook while in HTML mode, then test by sending to yourself.
Method 3: Outlook Web (OWA) workaround (margin control is limited)
Outlook Web typically doesn’t give you a “Margins” button for the compose surface. The practical approach is to format in Word (or HTML) first, then paste the result.
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Best option: compose in Word, then paste into Outlook Web
- Create a Word document (or blank page) with the margins you want: Layout > Margins > choose a preset or Custom Margins.
- Write your email content in that document.
- Copy the content in Word.
- In Outlook Web, open New message.
- Paste using paste options if available (some UIs show Keep source formatting).
Expect some reflow after paste—especially with headings, lists, and images. That’s normal. Verify the final look by testing with a preview send to yourself.
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If you already have HTML you trust (including padding/gutters), paste the HTML content into the OWA composer where it preserves formatting. If you can’t edit HTML directly, use a dedicated “paste as HTML” workflow outside OWA.
In practice, that means: build a template once (with table padding), then reuse it consistently. For consistency across devices, prefer inline styles like padding: 0 20px over page-like margin assumptions.
Method 4: Outlook for Mac (Word editor behavior)
Outlook for Mac can honor margin-like layout changes when it’s using Word for message editing. If you’re on a Mac and don’t see margin controls, check message format first.
Set Word-editing for email
- Open Outlook for Mac.
- Go to Outlook > Preferences.
- Select Mail.
- Look for an option equivalent to Use Microsoft Word to edit e-mail messages.
- Confirm your message format is set to HTML.
Not every Outlook for Mac build exposes the exact same toggles, and some organizations manage settings centrally.
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Adjust margins when composing
- Create a new message.
- Look for a Word-like ribbon with Layout.
- Select Margins and choose a preset or Custom values.
- Test by switching to a different client (or sending to a second email address) to confirm the spacing is preserved.
If margin changes don’t behave consistently, switch to the table padding method (Method 2). It’s usually the most consistent cross-client approach.
Printing margins vs email body margins (common mix-up)
A lot of people say “margins in Outlook” but actually mean margins when printing the email. Outlook has separate settings for printing/PDF export vs how the email renders to recipients.
Change margins for printing or PDF exports
When you’re printing:
- Open the email.
- Select File > Print.
- Choose a printer or Save as PDF.
- Open Printer Properties or Page Setup (wording depends on Windows printer driver).
- Set margins there (commonly Default, Minimum, or custom numeric values).
This controls the printed page, not the HTML layout your recipient sees in their inbox.
Troubleshooting: margins won’t change or revert
When margin changes don’t show up, it’s usually one of a few causes: wrong editor mode, wrong message format, a special object in the email, or Outlook applying your theme/stationery.
1) You’re composing in Plain Text or Rich Text limitations
If you can’t access Word-like layout controls, switch message format:
- In the compose window, find Format Text.
- Set to HTML (not Plain Text).
- Try changing margins again.
2) Message format is switching back to HTML inconsistently
Some drafts and templates carry their own formatting. If margins revert after you type:
- Reselect your content (highlight the area) before applying formatting.
- Apply margins/padding after the layout exists, not mid-edit.
- Verify you didn’t paste in content that forces a different format.
3) You changed margins but the recipient sees something else
Email rendering varies by client. Outlook page margins may translate to different spacing elsewhere.
If you need consistent gutters, use Method 2 (table padding with inline styles). That’s the most common “it looks right everywhere” fix.
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Margins and padding may not apply where you expect:
- Click into the actual paragraph text area you want to change.
- For signatures, edit the signature separately and save it, or your changes may get overridden.
- If your content is inside a table cell, adjust the cell padding rather than overall message margins.
5) Outlook is using a stationery/theme template
Stationery can override fonts, spacing, or container layouts. To test:
- Create a new blank message.
- Turn off any active stationery/theme for the draft.
- Apply margins/padding again.
If it works in a blank message, your original template/theme is the culprit.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Common mistakes to avoid
- Changing margins after adding images without checking alignment—images can force reflow.
- Assuming page margins translate perfectly to email clients. They often don’t.
- Mixing formatting types (paste HTML + Word formatting + rich text) in the same message body.
- Forgetting to test by sending to at least one external address (e.g., Gmail + iCloud).
Quick comparisons: which method to use
| Scenario | Fastest reliable method | Why |
|---|---|---|
| Outlook for Windows, you want “page margin” spacing | Method 1 (Word editor margins) | Uses Word’s Layout > Margins UI |
| You need consistent gutters across clients | Method 2 (table padding) | Inline HTML padding behaves more predictably |
| Outlook Web (OWA) compose surface | Method 3 (paste from Word/HTML) | OWA margin controls are limited |
| Outlook for Mac doesn’t show margin controls | Method 4 (Word editor if available) or Method 2 | Fallback to table padding for consistency |
| You’re printing or saving PDF | Printing/PDF page setup | Separate from email body rendering |
FAQs
Can I change margins in Outlook if I’m composing a brand-new email?
Yes, on Outlook for Windows you can typically do it when “Use Microsoft Word to edit e-mail messages” is enabled and your format is HTML. If you’re on Outlook Web, you’ll usually need a paste-from-Word or table-padding approach.
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1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errorsWhy do my margin changes look correct in Outlook but not for recipients?
Because email layout is HTML and different clients render spacing differently. Page margins are especially likely to shift. Table padding with inline styles is usually the most consistent fix.
What’s the best margin size to use for email formatting?
There’s no single universal number. A common starting point is 20px side padding (roughly like a comfortable gutter), or Word “Normal” margins for document-like layouts. Always test with at least one external provider and one mobile preview.
Is there a keyboard shortcut for margins in Outlook email?
Not reliably. The margin control is part of the Word-like ribbon UI (Layout > Margins). If you use the same template repeatedly, saving an .oft template is faster than reapplying formatting each time.
Does Outlook support CSS margins like a typical web page?
Some CSS works, but email clients vary heavily. If you go the HTML route, prefer table-based padding and inline styles (e.g., style="padding: 0 20px;") rather than relying on external CSS or complex selectors.
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How do I keep the margin/padding changes from being overwritten by my signature?
Edit your signature separately (not just the main body) so the signature’s formatting isn’t redefining spacing. If your signature is an image or has its own padding, margin changes around it may not apply the way you expect.
Bottom Line
If you’re on Outlook for Windows, the quickest dependable method is enabling Word editing and using Layout > Margins in the compose window. For consistent appearance across recipients, table-based padding (inline HTML) is usually the most reliable alternative.
Pick the method that matches your environment (Windows Word editor, OWA paste workaround, or HTML padding) and validate with a quick send to yourself on a second email provider.
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