Written by Allen Wyatt (last updated October 8, 2022)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365
There is an unwritten rule in typesetting that there should only be one space after the end of a sentence. This provides the best visual appearance on a printed page, particularly when using proportional typefaces.
I'll run down a tangential path here for just a moment: I know that many people (including myself) were taught in the days of typewriters that you should put two spaces at the end of a sentence. Note that typing (as with a typewriter) is different than typesetting (as with a magazine article or a book). This tip is talking about the rule in typesetting. The two major style guides (Chicago and AP) specify that a single space should be used, as do all the minor style guides (Turabian, MLA, etc.). So, my comment that there is a rule of only a single space after the end of sentences stands as, well, a rule, despite what I or anyone else learned when we were pounding away on typewriters in earlier decades.
Now, back to the main path: The problem is that it is easy to add additional spaces at the end of a sentence without even realizing it. The following macro, CheckSpaces, is a tool you can use to double-check the end of your sentences:
Sub CheckSpaces() Call MakeChanges("Normal", ".") Call MakeChanges("Normal", "!") Call MakeChanges("Normal", ":") End Sub
Sub MakeChanges(StyName As String, PuncMark As String) Selection.HomeKey Unit:=wdStory Selection.Find.ClearFormatting Selection.Find.Style = ActiveDocument.Styles(StyName) Selection.Find.Replacement.ClearFormatting With Selection.Find .Text = PuncMark & " " .Replacement.Text = PuncMark & " " .Forward = True .Wrap = wdFindContinue .Format = True End With Selection.Find.Execute Replace:=wdReplaceAll While Selection.Find.Found Selection.Find.Execute Replace:=wdReplaceAll Wend End Sub
CheckSpaces will only take extra spaces out of paragraphs formatted with the Normal style. This ensures you won't mess up formatting in tables or other design elements where you may want extra spaces after periods. If you want to change the type of punctuation searched for, or search in different style paragraphs, add additional calls to MakeChanges after the fourth line in the CheckSpaces macro.
Note:
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9695) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Consistent Spacing.
Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!
Need to know how many lines are in your document? Word provides a quick and easy way you can determine the information.
Discover MoreDocuments can be subdivided into sections, with each of them formatted differently. If you want to select all the text in ...
Discover MorePart of the job of an editor is to apply standards of grammar to text written by someone else. One standard that may need ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
2022-10-09 21:24:48
Ken
Why not just do a simple Find and Replace (Ctrl + H)?
Replace: [Enter two spaces in this field.]
Replace with: [Enter one space in this field.]
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Comments