How To Change Default Font On Outlook

Changing the default font in Outlook allows you to personalize your email experience, improve readability, or ensure your messages match a specific professional style. This guide will walk you through the precise steps to update the font for new emails, replies, and plain text messages in Microsoft Outlook. By following these instructions, you can easily set your preferred font, size, and color, ensuring all your outgoing communications reflect your chosen appearance. This helps maintain consistency and makes your emails more comfortable to read for both you and your recipients.

Fast Answer

Main Action: Access Outlook Options > Mail > Stationery and Fonts...
Key Setting: Adjust 'New mail messages', 'Replying or forwarding messages', and 'Composing and reading plain text messages' fonts.

5-10 minutes Time needed

Easy Difficulty

Choosing a standard font Watch out for

Before You Start

**Microsoft Outlook installed and running:** Ensure you have Outlook open and ready on your computer.
**An active email account configured in Outlook:** You need at least one email account set up in your Outlook profile to use these settings.
**Basic computer navigation skills:** You should be comfortable opening menus and clicking through settings windows.

Check first: When selecting a new default font, always consider how it will appear to your recipients. Choosing common, easy-to-read fonts like Arial, Calibri, or Times New Roman will help ensure your messages display correctly on most other computers and devices, preventing your emails from looking strange or unreadable to others.

Step-by-Step Instructions

Step 1: Open Outlook and Access the File Menu

Start by opening the Microsoft Outlook application on your computer. Once Outlook is fully loaded, look for the 'File' tab located in the top-left corner of the Outlook window. Click on this 'File' tab to open the Backstage view, which provides access to account information, saving options, and, importantly, Outlook's main settings.

Tip: The 'File' tab often stands out and acts as your gateway to almost all global Outlook settings. If you're using an older version of Outlook, this might appear as a circular Microsoft Office button instead.

Step 2: Navigate to Outlook Options

After clicking 'File', you'll see a menu on the left side of the screen. Scroll down this menu until you find the option labeled 'Options'. This 'Options' button is usually near the bottom of the list. Click on 'Options' to open the main Outlook Options dialog box. This is where you'll find a wide range of settings for customizing your Outlook experience.

The Outlook Options window provides many categories for settings, from general appearance to mail handling and calendar synchronization. Take a moment to glance at the different categories, but for this guide, we'll focus specifically on the email-related settings.

Step 3: Select the 'Mail' Category

Inside the Outlook Options dialog box, you'll see a list of categories on the left pane. Click on the category labeled 'Mail'. This selection will display all the settings related to sending, receiving, and composing emails in the right pane of the dialog box.

The 'Mail' section is extensive, covering everything from message arrival sounds to how replies are formatted. Look for the 'Compose messages' or 'Stationery and Fonts' sub-section within this pane, as that's where our desired font settings are located.

Step 4: Open Stationery and Fonts Settings

Within the 'Mail' options, locate the section titled "Compose messages." In this section, you will find a button labeled 'Stationery and Fonts...'. Click on this button to open a new dialog box called "Signatures and Stationery." This dialog box is where you can define the default fonts for different types of email messages.

This "Signatures and Stationery" window is crucial because it allows you to set distinct font defaults for new emails, replies, and even plain text messages, giving you fine-tuned control over your outgoing mail's appearance.

Tip: This window also controls the 'Theme' for your emails. While you can explore themes later, for now, we'll focus solely on the font settings.

Step 5: Set the Font for New Mail Messages

In the "Signatures and Stationery" dialog box, look under the section labeled "New mail messages." You will see a button labeled 'Font...' next to a description of the current font. Click this 'Font...' button.

A standard Font dialog box will appear. Here, you can select your desired font from the 'Font:' list (e.g., Arial, Calibri), choose a 'Font style:' (e.g., Regular, Bold, Italic), and set the 'Size:' (e.g., 11, 12, 14). You can also pick a 'Font color:' from the dropdown menu. As you make selections, a 'Sample' area will show you how the font will look. Once you're happy with your choices for new messages, click 'OK' to close the Font dialog box.

This setting will apply to all brand-new emails you compose from scratch. It's often the most common font users want to change.

Step 6: Set the Font for Replying or Forwarding Messages

Back in the "Signatures and Stationery" dialog box, find the section labeled "Replying or forwarding messages." Just like for new messages, click the 'Font...' button associated with this section.

Another Font dialog box will open. Again, select your preferred font, font style, size, and color for messages you are replying to or forwarding. It's often a good idea to keep this font consistent with your new mail font for a professional look, but you have the flexibility to choose something different if needed. After making your selections, click 'OK' to confirm and close the Font dialog box.

This ensures that when you respond to an email or pass one along, your part of the conversation appears in your chosen style.

Step 7: Set the Font for Composing and Reading Plain Text Messages

Finally, in the "Signatures and Stationery" dialog, locate the section titled "Composing and reading plain text messages." Click its associated 'Font...' button.

For plain text messages, the options might be more limited, as plain text emails do not support rich formatting like bolding, italics, or varying font colors. However, you can still choose a basic font type and size. It's important to select a very readable font here, as plain text is often used for compatibility across many different email systems. Make your selections and click 'OK'.

Plain text settings are important for accessibility and for emails sent to or from systems that do not support HTML formatting. A simple, clear font ensures your message is universally understood.

Step 8: Confirm All Font Selections and Close Dialogs

After setting the fonts for all three message types (New Mail, Reply/Forward, Plain Text), you will be returned to the "Signatures and Stationery" dialog box. To save all the font changes you've made in this window, click the 'OK' button at the bottom right of this dialog box.

Next, you will be back in the main Outlook Options window. To finalize and apply all your changes to Outlook, you must click the 'OK' button in the Outlook Options window as well. Failing to click 'OK' in both dialog boxes will result in your font changes not being saved.

Tip: You might need to restart Outlook for all changes to fully take effect, especially if you experience any unexpected font behavior immediately after making the changes.

Quick Reference

Situation	Action	Why
Starting a new email	Adjust font under "New mail messages"	Sets the default look for any fresh email you create.
Replying to or forwarding an email	Adjust font under "Replying or forwarding messages"	Ensures your contribution to an ongoing email conversation is styled consistently.
Sending or reading plain text emails	Adjust font under "Composing and reading plain text messages"	Guarantees readability and universal compatibility for emails without rich formatting.

Common Problems When You Change Default Font On Outlook

Even with clear instructions, you might run into a few snags when trying to change your Outlook font. Here are some common issues and how to fix them:

The Font Didn't Change

Sometimes you go through all the steps, but your emails still appear in the old font. This is usually due to one of a few reasons:

Didn't Save All Changes: Remember, you need to click 'OK' in the Font dialog box, then 'OK' in the "Signatures and Stationery" dialog, and finally 'OK' in the main Outlook Options dialog. If you miss any of these, your changes won't stick.
Fix: Go back through the steps carefully and make sure you click 'OK' at each stage.
Changed the Wrong Message Type: You might have changed the font for "New mail messages" but are testing by replying to an email. Or you changed the reply font but are testing with a new email.
Fix: Confirm you changed the font for the specific type of message you are testing (new, reply/forward, or plain text).
Outlook Restart Needed: Sometimes Outlook needs a full restart to apply all settings.
Fix: Close Outlook completely and then reopen it. Test sending a new email again.

My Font Looks Bad or Strange to Others

You've picked a font you love, but your friends or colleagues complain your emails look odd, unreadable, or show up with a different font on their end.

Non-Standard Font Used: If you use a very unique or custom font that isn't commonly installed on most computers, recipients' email programs won't have that font. They will then substitute it with a different, often generic, font (like Times New Roman or Arial), which might mess up your email's layout.
Fix: Stick to widely available and common fonts such as Arial, Calibri, Times New Roman, Verdana, or Georgia. These are almost guaranteed to be on everyone's computer.
Font Size or Color Issues: Very small or very large fonts, or unusual color combinations (e.g., light yellow text on a white background), can make your emails hard to read for anyone, regardless of the font itself.
Fix: Choose a standard size (10-12pt for body text is common) and a high-contrast color (dark text on a light background).

The Font Changes Back by Itself

Rarely, Outlook might seem to revert to old font settings on its own, or you find your changes aren't permanent.

Corrupt Outlook Profile or Settings: Sometimes, deeper issues within your Outlook profile or installation can prevent settings from saving properly.
Fix: Try repairing your Office installation via Windows Settings (Apps & features > Microsoft Office/365 > Modify > Repair). If that doesn't work, you might need to consider creating a new Outlook profile and moving your email accounts to it. This is a more advanced troubleshooting step and should be done with care.
Add-ins Interfering: Some Outlook add-ins can interfere with default settings.
Fix: Try disabling any recently installed Outlook add-ins to see if the issue resolves. You can do this via File > Options > Add-ins.

Advanced Tips for How to Change Default Font On Outlook

Once you've mastered the basics of changing your default font, there are a few advanced tips that can help you further refine your Outlook email experience.

Using Outlook Themes and Stationery

Beyond just fonts, Outlook offers "Themes" and "Stationery" that can dramatically change the look of your emails with pre-designed backgrounds, colors, and font sets.

Where to Find Them: In the same "Signatures and Stationery" dialog box (File > Options > Mail > Stationery and Fonts...), you'll see a 'Theme...' button.
How They Work: Clicking 'Theme...' opens a gallery of visual themes. When you choose a theme, it often overrides your default font settings for new messages, applying its own font, size, and color scheme along with background designs.
When to Use: Themes are great for adding a personal touch or a specific branding element to your emails, but be aware that overly complex themes might not always display perfectly on all recipients' email clients.

Customizing Signatures with Unique Fonts

Your email signature is often separate from your default message font settings. You might want your signature to have a different font or style than the body of your email.

How to Do It: Go to File > Options > Mail, then click on the 'Signatures...' button. Here, you can create or edit your signatures. Within the signature editor, you can select specific text and use the font formatting tools (similar to a word processor) to change its font, size, color, and style, independent of your main default font settings.
When to Use: This is ideal for maintaining a consistent brand font in your signature while allowing the body of your emails to use a more standard or personal font.

Applying Fonts for Specific Accounts

If you manage multiple email accounts in Outlook (e.g., a personal account and a work account), you might want different default fonts for each.

Check Account Settings: In some versions of Outlook, after going to File > Options > Mail > Stationery and Fonts..., you might see a dropdown menu labeled "Email account." This allows you to select a specific account before adjusting its stationery and fonts. If this option is present, you can customize each account separately.
If Not Available: If the "Email account" dropdown isn't there, the default font settings generally apply to your entire Outlook profile. In such cases, you might rely on different signatures or manual formatting for distinct account branding.

Enhancing Readability for Accessibility

Choosing the right font isn't just about aesthetics; it's also about making your emails accessible and easy to read for everyone, including those with visual impairments.

High Contrast: Always use dark text on a light background (or vice-versa for dark mode users).
Clear Fonts: Opt for sans-serif fonts (like Arial, Calibri, Verdana) as they are generally considered easier to read on screens than serif fonts (like Times New Roman), especially for longer texts.
Appropriate Size: While default is usually 11 or 12pt, consider 10-14pt for optimal readability. Avoid very small fonts.

Temporary Font Changes for Single Messages

Sometimes you need to send just one email with a different font without changing your defaults.

During Composition: When writing a new email, you can use the 'Text Formatting' tab in the message window's ribbon. Here, you'll find font selection, size, bold, italic, and color options, just like in a word processor. Any changes made here only affect the current email you're writing.
Quick Adjustment: This is useful for highlighting specific information or responding to an email in a different style without altering your overall Outlook settings.

How To Change Default Font On Outlook FAQ

Here are answers to some frequently asked questions about changing the default font in Outlook.

Q: Will changing my default font also change the font of emails I receive?

A: No. Changing your default font in Outlook only affects the emails you send. It does not change how incoming emails appear in your inbox. The appearance of received emails is controlled by the sender's settings and your own Outlook's reading pane display settings, not your outgoing default font.

Q: How can I revert to Outlook's original default font?

A: Outlook's standard default font is typically Calibri, Size 11, Regular style, and Automatic (Black) color. To revert, go back to the "Signatures and Stationery" dialog (File > Options > Mail > Stationery and Fonts...). For each message type (New mail, Replying/forwarding, Plain text), click the 'Font...' button and manually select Calibri, 11pt, Regular, and Automatic color. Then click 'OK' through all the windows to save your changes.

Q: Can I set a different default font for each of my email accounts in Outlook?

A: Yes, in many modern versions of Outlook. In the "Signatures and Stationery" dialog (File > Options > Mail > Stationery and Fonts...), look for a "Email account:" dropdown menu at the top. If available, you can select a specific email account from this list and then set its unique Stationery and Fonts. If this dropdown is not present, the font settings will apply universally to all accounts within that Outlook profile.

Q: Why does my signature font look different from my message font?

A: Email signatures in Outlook are managed separately from your general default message fonts. When you create or edit a signature (File > Options > Mail > Signatures...), you can apply specific font formatting directly within the signature editor. This allows your signature to have its own distinct font, size, and color, which can override the main default font settings for the portion of the email that is the signature itself.

Q: What is the best font for professional emails?

A: For professional emails, it's generally best to use clean, readable, and widely available fonts. Popular choices include Calibri, Arial, Helvetica, Verdana, and Times New Roman. These fonts are clear, professional, and are very likely to display correctly on your recipient's device, maintaining the intended look of your message.

Final Checklist for How to Change Default Font On Outlook

Before you close out of Outlook and consider your font changes complete, run through this quick checklist to ensure everything is set up just right.

Did you open Outlook and navigate to File > Options > Mail?
Did you click on the 'Stationery and Fonts...' button?
Have you set the desired font, style, size, and color for 'New mail messages'?
Have you set the desired font, style, size, and color for 'Replying or forwarding messages'?
Have you set a clear, readable font and size for 'Composing and reading plain text messages'?
Did you click 'OK' in the Font dialog box for each selection?
Did you click 'OK' in the "Signatures and Stationery" dialog box?
Did you click 'OK' in the main Outlook Options dialog box to save all changes?
Have you sent a test email (both a new one and a reply) to confirm the new fonts are working as expected?
Is the chosen font readable and professional, and will it display correctly for your recipients?
If you manage multiple accounts, have you verified the settings for each relevant account if the option was available?

By following this checklist, you can be confident that your default Outlook font has been successfully changed and will reflect your preferences in all your outgoing communications.