How Do I Change The Default Font In Outlook
A practical step-by-step guide to how do i change the default font in outlook, including preparation, instructions, common issues, tips, and next steps.
How Do I Change The Default Font In Outlook
Tired of the default Calibri font in your emails? Changing the default font in Outlook allows you to personalize your messages, improve readability, and maintain a consistent, professional brand identity. This guide provides clear, step-by-step instructions to set your preferred font for new messages, replies, and forwards across the Outlook desktop app and the web version. Whether you want a classic serif font like Times New Roman or a modern sans-serif like Arial, you can make the change in just a few minutes.
Fast Answer
- Outlook Desktop App: Go to File > Options > Mail > Stationery and Fonts...
- Outlook on the Web: Click the Settings gear > View all Outlook settings > Mail > Compose and reply.
Before You Start
- Access to your Outlook account: You will need to be logged into the version of Outlook you wish to change (desktop application, web browser, etc.).
- Know your Outlook version: The steps are slightly different for the desktop application (part of Microsoft 365 or Office) versus the web version (Outlook.com). This guide covers both.
- A font choice in mind: Consider a professional, easy-to-read font. Common choices include Arial, Helvetica, Verdana, Times New Roman, and Georgia.
Step-by-Step Instructions
Part 1: Change the Default Font in the Outlook Desktop App (for Windows)
This is the most common method and offers the most control. These steps apply to modern versions of Outlook included with Microsoft 365, Outlook 2021, and Outlook 2019.
1. Open Outlook Options
First, open the Outlook application on your Windows computer. In the top-left corner, click on the File tab to open the main menu. From the list on the left, select Options at the bottom. This will open the "Outlook Options" window, which is the control center for all your application settings.
2. Navigate to Stationery and Fonts
In the "Outlook Options" window, click on the Mail category from the left-hand navigation pane. Look for a button labeled Stationery and Fonts... and click it. This action opens a new window titled "Signatures and Stationery," where all default font and theme settings are managed.
3. Set the Font for New Mail Messages
Under the "Personal Stationery" tab, you'll see sections for different types of messages. Locate the section for New mail messages and click the Font... button next to it. A font dialog box will appear. Here, you can choose your desired font (e.g., Arial), font style (e.g., Regular), size (e.g., 11), color, and any effects like underline or strikethrough. After making your selections, click OK.
4. Set the Font for Replying or Forwarding Messages
Next, you'll want to ensure consistency when you reply to or forward emails. Back in the "Signatures and Stationery" window, find the section for Replying or forwarding messages. Click the Font... button associated with it. It's best practice to set this to the same font and size you chose for new messages. This prevents your email chains from having a mix of different fonts. Click OK when you're done.
5. Set the Font for Plain Text Messages
Finally, consider plain text emails. Some people have their email clients set to only read plain text for security reasons. Under the section Composing and reading plain text messages, click the Font... button. Choose a simple, clean font. Note that font style and color won't apply to plain text, but setting the font and size here ensures your plain text emails are still readable on the recipient's end. Click OK.
6. Save All Your Changes
After setting the fonts for all three message types, click OK on the "Signatures and Stationery" window. Then, click OK again on the main "Outlook Options" window to close it and save everything. Your changes are now active. Create a new email (Ctrl+N) to see your new default font in action.
Part 2: Change the Default Font in Outlook on the Web (Outlook.com)
If you primarily use Outlook through a web browser like Chrome, Edge, or Firefox, you'll need to change the settings directly on the website.
1. Open Outlook Settings
Go to Outlook.com and log in to your account. In the top-right corner of the page, look for a gear icon ⚙️, which represents Settings. Click this icon to open a quick settings panel.
2. Navigate to "Compose and reply"
At the bottom of the quick settings panel, click the link that says View all Outlook settings. This will open a full settings window. From the options on the left, first select Mail, and then select the sub-category Compose and reply.
3. Choose and Apply Your New Font
In the "Compose and reply" section, you will see a text box under the heading Message format. This is where you set your default font. Use the dropdown menus above the text box to select your desired font, size, and style (bold, italic, underline). As you make changes, you will see a live preview in the text box. Unlike the desktop app, the web version uses one setting for both new messages and replies.
4. Save Your Web Font Settings
Once you are happy with your font selection, scroll down to the bottom of the settings window and click the blue Save button. If you close the window without clicking save, your changes will be lost. After saving, you can close the settings window. All new emails and replies you compose on Outlook.com will now use your new default font.
Quick Reference
| Situation | Use this | Why |
|---|---|---|
| Using Outlook on a work or school PC | Desktop App Method (File > Options) | This provides the most detailed control over fonts for new emails, replies, and plain text separately. |
| Checking email on a personal laptop or public computer | Web App Method (Settings > Compose and reply) | This changes the setting for your account on the web, accessible from any browser. |
| My font looks different to the recipient | Choose a "web-safe" font like Arial, Verdana, or Georgia | These fonts are installed on nearly all computers, ensuring your email looks the way you intended for everyone. |
| My signature font didn't change | Edit the signature separately | The signature editor has its own font controls that override the default message font. |
Common Problems When You Change The Default Font In Outlook
Sometimes, changing your font doesn't go as smoothly as planned. Here are some common issues and how to fix them.
My Font Keeps Reverting to the Old Default
This is a frustrating issue that often happens in corporate environments. It can be caused by your organization's IT policies or roaming profiles that sync old settings. First, double-check that you clicked OK to save all your changes. If the problem persists, your company's IT department may be enforcing a standard font via a Group Policy. In this case, you may not be able to override it. Another possible cause is a faulty Outlook Add-in. Try starting Outlook in Safe Mode (hold the Ctrl key while launching Outlook) and changing the font. If it sticks, an Add-in is likely the culprit.
The Font Looks Different to My Recipient
You may have chosen a beautiful, unique font that you downloaded and installed on your computer. However, if your recipient does not have that same font installed, their email client will substitute it with a default font, like Calibri or Times New Roman. To avoid this, stick to "web-safe" fonts. These are standard fonts that are pre-installed on the vast majority of Windows, Mac, and mobile devices. Good choices include:
- Arial
- Verdana
- Helvetica
- Georgia
- Times New Roman
- Courier New
The Font Settings Are Greyed Out or Unavailable
If you cannot click the "Stationery and Fonts" button or the font options are disabled, it's almost certainly due to restrictions set by your IT administrator. Many companies enforce a uniform email appearance for branding and professionalism. There is no workaround for this besides contacting your IT support and asking if the policy can be adjusted for your account, though this is often not possible.
My Signature Font Is Different From My Email Body
Outlook's email signature editor functions independently of the default font settings. When you create or edit a signature, you choose a font for it right in the signature editor box. This font is "hard-coded" into the signature. To make them match, you must manually edit your signature and select the same font you chose as your new default for email messages.
Advanced Tips for Managing Outlook Fonts
Once you've mastered the basics, you can use Outlook's features to further customize your email experience.
Use Themes and Stationery for a Complete Look
In the same "Signatures and Stationery" window on the desktop app, there's a Theme tab. A theme goes beyond just a font; it can include a background color, images, and pre-set heading styles. While many of the default themes can look dated, you can create a simple, professional look by selecting a theme and then customizing its fonts. This is useful for creating a consistent brand feel for a small business.
Use Conditional Formatting to Organize Your Inbox
You can't change the font of emails you *receive*, but you can change how they appear in your inbox list. This is called Conditional Formatting. It lets you automatically apply colors, styles, and fonts to incoming messages based on rules you set.
For example, you can make all emails from your boss appear in bold red text. To do this, go to the View tab > View Settings > Conditional Formatting. You can create rules based on the sender, subject line keywords, and more. This is a powerful way to make important messages stand out instantly.
Apply Specific Fonts with Quick Styles
Perhaps you don't want to change your default font, but you often need to format certain paragraphs with a specific style (e.g., a monospaced font for code snippets). Instead of manually changing the font each time, you can use Quick Styles. When composing a new email, look at the Format Text tab. You'll see a gallery of styles. You can right-click a style, choose Modify, and set your own font, size, and color. Then, you can apply that style with a single click.
How Do I Change The Default Font In Outlook FAQ
Can I change the default font on the Outlook mobile app (iOS/Android)?
Unfortunately, no. The Outlook mobile apps for iOS and Android have very limited text formatting options. While you can make text bold, italic, or change its color for a specific email, there is currently no setting to change the default font for all outgoing messages. All emails sent from the mobile app will use the app's standard default font.
How do I reset my Outlook font back to the original default?
To reset your fonts in the desktop app, go back to File > Options > Mail > Stationery and Fonts. In the "Personal Stationery" tab, click the Theme button. In the bottom left, click the button that says (No theme). This will typically revert your fonts to the original default, which is usually Calibri, 11 pt.
Will changing my default email font affect my Calendar appointments?
No, the two are separate. The font settings discussed in this guide apply only to email messages. The font used for your Calendar view, appointments, and meeting requests is controlled by different settings, generally found under View > View Settings > Other Settings.
I chose a new default font, but it's not working on replies. Why?
This usually happens when you only change the font for "New mail messages" and forget to also change it for "Replying or forwarding messages." Go back into the Stationery and Fonts settings and ensure you have set your desired font in both places. Another reason could be that you are replying to a plain text email, which will use the font you designated for plain text messages.
Final Checklist for Changing Your Default Outlook Font
Before you move on, run through this quick checklist to make sure everything is set up correctly and will work as you expect.
- New Messages Confirmed: Create a brand new email to verify it uses your new default font, size, and color.
- Replies and Forwards Confirmed: Find an existing email in your inbox, click "Reply," and check that the font in your response section is also your new default.
- Plain Text Font Set: You've chosen a clear, readable font for plain text messages to ensure compatibility.
- Web and Desktop Synced (Manually): If you use both the desktop app and Outlook.com, you have manually applied the same font settings on both platforms.
- Signature Font Updated: You have edited your email signature to use the same font as your email body for a consistent look.
- Recipient Readability Considered: You have chosen a professional, web-safe font that is easy for others to read on their devices.