Outlook "Paragraph Marks" (formatting marks) automatically activating in Outlook

Steps

Quick Fix: Toggle Off Paragraph Marks

1. Open a New Email:

   - In Outlook, click New Email to open a composition window.

2. Toggle Formatting Marks:

   - Go to the Format Text tab on the ribbon.

   - In the Paragraph group, locate the Show/Hide ¶ button (it looks like a backward "P").

   - Click the button to turn off paragraph marks. If it’s highlighted, formatting marks are enabled; clicking it will disable them.

3. Keyboard Shortcut:

   - Alternatively, press Ctrl + Shift + 8 (use the asterisk on the 8 key) to toggle formatting marks off. This is a common accidental trigger for enabling marks, so ensure it works to disable them.  

Note: This change should persist for all new emails unless overridden by other settings or actions.

 Permanently Disable Paragraph Marks

If paragraph marks keep reappearing, the setting may be enabled in Outlook’s deeper configuration. Follow these steps to ensure they stay off:

1. Access Editor Options:

   - In Outlook, open a New Email window.

   - Click File > Options > Mail.

   - Under the Compose messages section, click Editor Options.

   - Select the Display tab in the Editor Options window.

2. Uncheck Paragraph Marks:

   - Under Always show these formatting marks on the screen, uncheck the box labeled Paragraph marks (and any other unwanted formatting marks like spaces or tabs).

   - Click OK to close the Editor Options window, then OK again to close Outlook Options.

3. Test the Setting:

   - Close and reopen Outlook, then create a new email to confirm paragraph marks are no longer displayed. 

 Troubleshooting Automatic Activation

If paragraph marks continue to activate automatically, consider the following causes and solutions:

 1. Accidental Keyboard Shortcut

- The Ctrl + Shift + 8 shortcut toggles formatting marks. Users may accidentally press this combination, especially during multitasking or when updates cause minor system lag. 

- Solution:

  - Be mindful of keyboard inputs, especially when typing quickly or during system updates.

  - If this happens frequently, check for sticky keys or keyboard issues. On Windows, go to Settings > Ease of Access > Keyboard and disable Sticky Keys or Filter Keys.

 2. Corrupted Outlook Profile or Settings

- A corrupted profile or registry setting may cause Outlook to revert to showing formatting marks.

- Solution:

  - Repair Outlook:

    - Go to Control Panel > Programs and Features.

    - Select Microsoft Office or Microsoft 365, click Change, and choose Quick Repair or Online Repair.

  - Create a New Outlook Profile:

    - Close Outlook.

    - Go to Control Panel > Mail (Microsoft Outlook) > Show Profiles.

    - Click Add, create a new profile, and set it as the default.

    - Test Outlook with the new profile to see if the issue persists.

  - Check Registry (Advanced Users):

    - There’s no specific registry key documented for this issue, but resetting Outlook settings may help.

NOTE:  Back up the registry before making changes.

    - Navigate to `HKEY_CURRENT_USER\Software\Microsoft\Office\<version>\Outlook` in regedit and delete the Outlook key (this resets Outlook settings). 

 3. Add-ins or Third-Party Tools

- Some Outlook add-ins (e.g., grammar checkers or email formatting tools like Kutools) may enable formatting marks as part of their functionality.  

- Solution:

  - Disable add-ins:

    - Go to File > Options > Add-ins.

    - Select COM Add-ins and click Go.

    - Uncheck all non-essential add-ins and restart Outlook.

  - Test to see if the issue stops. Re-enable add-ins one by one to identify the culprit.

 4. Group Policy or Admin Settings

- In corporate environments, Group Policy settings may enforce formatting preferences, overriding user changes.

- Solution:

  - Contact your IT administrator to check if a policy is enabling formatting marks.

  - Request they modify the policy or provide a local workaround (e.g., a script to disable marks on startup).

 5. Version-Specific Bugs

- Some Outlook versions (e.g., Microsoft 365 or newer Outlook for Windows) may have UI bugs or differences in how formatting marks are handled. For example, the Show/Hide button may not work if certain settings are misconfigured. 

- Solution:

  - Ensure Outlook is updated to the latest version:

    - Go to File > Office Account > Update Options > Update Now.

  - If using the new Outlook interface, try switching to the classic version:

    - In Outlook, toggle off New Outlook (top-right corner) or go to View > View Settings to revert.

    - Adjust formatting settings in the classic version, then switch back. 

  - Check Microsoft’s support forums for known issues:

 6. Plain Text Emails

- If replying to or forwarding emails sent in Plain Text format, Outlook may display formatting marks because Plain Text doesn’t support rich formatting, causing quirks in how marks are shown. 

- Solution:

  - Convert the email to HTML or Rich Text:

    - In the email composition window, go to Format Text > select HTML or Rich Text from the Format dropdown.

  - Alternatively, start a new email instead of replying to avoid inheriting Plain Text settings.

 7. System-Wide Office Settings

- Since Outlook shares some settings with Microsoft Word (its default email editor), a Word setting may be influencing Outlook.

- Solution:

  - Open Microsoft Word.

  - Go to File > Options > Display.

  - Uncheck Paragraph marks and other formatting marks under Always show these formatting marks on the screen.

  - Save changes and restart Outlook. 

 Workaround: Use a Script (Advanced)

If none of the above resolves the issue, you can use a VBA script to force-disable formatting marks on Outlook startup. 

1. Enable Developer Tab:

   - In Outlook, go to File > Options > Customize Ribbon, check Developer, and click OK.

2. Create a Macro:

   - Go to Developer > Visual Basic.

   - In the VBA editor, click Insert > Module.

   - Paste the following code:

     ```vba

     Sub AutoOpen()

         Application.ActiveInspector.CommandBars.ExecuteMso ("ShowFormattingMarks")

     End Sub

     ```

   - Save the module and close the VBA editor.

3. Run on Startup:

   - This script toggles the Show/Hide formatting marks when Outlook opens. You may need to adjust it based on your Outlook version.

   - Enable macros in Outlook: File > Options > Trust Center > Trust Center Settings > Macro Settings > Enable all macros (use cautiously).

4. Test:

   - Restart Outlook and check if paragraph marks are disabled.

Caution: VBA scripts require macro permissions and may be blocked in corporate environments. Consult IT if needed.