How To Change The Default Font In Outlook
A practical step-by-step guide to how to change the default font in outlook, including preparation, instructions, common issues, tips, and next steps.
How To Change The Default Font In Outlook
Setting a default font in Outlook means all your new emails, replies, and forwards will use your chosen text style automatically. This guide walks you through how to change the default font in Outlook, ensuring your messages always reflect your preferred look. If you're tired of manually changing the font every time you compose an email, or if you want your communications to have a consistent, professional appearance, this step-by-step tutorial is for you. We'll cover everything from accessing the right settings to testing your new font.
Fast Answer
- Key Setting: Outlook Options > Mail > Stationery and Fonts
- Action: Adjust font settings for 'New mail messages', 'Replying or forwarding messages', and 'Composing and reading plain text messages' via the 'Font...' buttons.
Before You Start
- Access to the **Microsoft Outlook desktop application**. This guide focuses on the desktop version, as the web and mobile versions of Outlook have different, often more limited, font customization options.
- A clear idea of the **font type, size, and color** you wish to use as your default. Knowing these details beforehand will make the process quicker and more efficient.
- Ensure any unsaved drafts or important emails are saved or sent before starting, as changes might require a quick restart of Outlook for full effect, or you might temporarily lose an unsaved message.
Step-by-Step Instructions
1. Open Outlook and Access Options
The first step is to open your Outlook desktop application. Once it's open, you need to find the main settings menu. This is usually located under the "File" tab in the top-left corner of the Outlook window.
Click on the File tab. This will open the Backstage view, which shows options like "Info," "New Mail," "Open & Export," and "Options." You'll want to look for the **Options** choice at the very bottom of the left-hand menu. Click on **Options** to open the main Outlook Options window.
2. Navigate to Mail Settings
Once the Outlook Options window appears, you'll see a list of categories on the left side, such as "General," "Mail," "Calendar," "People," and so on. To change your default font, you need to go to the mail-related settings. Click on the Mail category in the left-hand pane.
This will display a range of options on the right side related to how Outlook handles your email, including things like message arrival, replies, and signatures. Don't worry if it looks like a lot of information; we're focusing on one specific setting here.
3. Find Stationery and Fonts
Within the "Mail" options, scroll down until you see a section titled "Compose messages" or similar. In this section, you'll find a button labeled Stationery and Fonts.... This is the gateway to customizing your default email appearance. Click on this button.
Clicking "Stationery and Fonts..." will open another smaller window called "Signatures and Stationery." This window is where you control the fonts for different types of messages you send in Outlook, as well as email signatures and backgrounds if you use them.
4. Set Font for New Messages
Inside the "Signatures and Stationery" window, you'll see three sections for customizing fonts:
- New mail messages: This controls the font for every new email you compose from scratch.
- Replying or forwarding messages: This controls the font for messages when you reply to an email or forward one to someone else.
- Composing and reading plain text messages: This controls the font for messages that are sent or received as simple plain text, without any special formatting.
To change the font for new messages, find the "New mail messages" section. To the right of it, you'll see a button labeled Font.... Click this button.
A standard "Font" dialog box will appear. Here, you can select your desired font (e.g., Arial, Calibri, Times New Roman), font style (e.g., Regular, Italic, Bold), font size (e.g., 10, 11, 12), and font color. Make your selections carefully. You can see a preview of how your text will look in the "Sample" area at the bottom of the dialog box.
Once you've chosen your preferred settings, click OK to close the Font dialog box.
5. Set Font for Replies and Forwards
Now, repeat the process for the second option: "Replying or forwarding messages." This is crucial because if you only change the "New mail messages" font, your replies and forwards might still use the old default font, leading to inconsistency.
In the "Signatures and Stationery" window, locate the "Replying or forwarding messages" section. Click on the Font... button next to it. Again, the "Font" dialog box will appear. Select the exact same font type, style, size, and color as you did for new messages, or choose a different one if that's your preference for replies.
Consistency is often key for professional communication, so many users choose to match these settings. After making your selections, click OK.
6. Set Font for Plain Text Messages (Optional but Recommended)
The third option, "Composing and reading plain text messages," is often overlooked but important. Plain text messages do not support rich formatting (like bold, italics, or specific colors), so Outlook uses a basic font for these. While you can't choose the color or style, you can select the font type and size.
Click the Font... button next to "Composing and reading plain text messages." Select a clear, readable font like Courier New or Consolas, and choose a comfortable size. Because plain text messages are stripped of formatting, the font you choose here will be a simpler, monospaced font by default, which ensures consistent character spacing.
Click OK to confirm your plain text font settings.
7. Apply and Save Changes
After adjusting the font settings for all three message types (or at least the ones you use most often), you need to save your changes across all open windows. First, click OK on the "Signatures and Stationery" window to close it.
Next, you'll be back in the main "Outlook Options" window. To finalize all your changes, click OK on this window as well. Failing to click OK on both windows will result in your font changes not being saved.
Outlook will now apply your new default font settings. You might need to close and reopen Outlook for the changes to take full effect, especially if you had emails open or were in the middle of composing one.
8. Test Your New Default Font
To confirm that your new default font settings are working correctly, compose a new email message. You should immediately see your chosen font, size, and color appear in the message body. Also, try replying to an existing email or forwarding one to ensure those settings are applied as well.
If the font isn't what you selected, go back through steps 1-7 carefully. Double-check that you clicked **OK** on all dialog boxes to save the changes and that you selected the desired font for *all* relevant message types (new mail, replies/forwards).
Quick Reference
| Situation | Use this | Why |
|---|---|---|
| Setting font for brand new emails. | Adjust "New mail messages" font. | Ensures consistent look from the start. |
| Font isn't changing for replies. | Adjust "Replying or forwarding messages" font. | Replies and forwards have separate font settings. |
| Emails sent as plain text. | Adjust "Composing and reading plain text messages" font. | Plain text needs a basic, readable font without rich formatting. |
| Changes not taking effect. | Click **OK** on all opened dialog boxes (Font, Signatures and Stationery, Outlook Options). | Settings won't save without clicking OK on each window. |
| Recipient sees a different font. | Stick to common fonts like Arial, Calibri, Times New Roman. | Less common fonts might be substituted by the recipient's email program if they don't have it installed. |
Common Problems When You Change The Default Font In Outlook
Even with clear instructions, you might encounter a few hiccups when changing your default Outlook font. Here are some common issues and how to troubleshoot them effectively:
Changes Don't Seem to Apply
Problem: You've followed all the steps, but when you compose a new email, the font is still the old one.
Solution: The most frequent cause is not clicking **OK** on all the dialog boxes. Remember, you need to click OK on the "Font" dialog box, then on the "Signatures and Stationery" window, and finally on the main "Outlook Options" window. If you close any of these using the 'X' button or 'Cancel', your changes won't be saved. Also, sometimes simply restarting Outlook can help to fully refresh the settings and ensure they take effect.
Only New Messages Change, Not Replies or Forwards
Problem: Your brand new emails use the correct font, but when you reply to an email or forward one, it still uses the old, undesired font.
Solution: This indicates that you only changed the font setting for "New mail messages" but not for "Replying or forwarding messages." Go back to the "Signatures and Stationery" window (File > Options > Mail > Stationery and Fonts...) and make sure you click the **Font...** button next to "Replying or forwarding messages" and set your desired font there as well. Both settings need to be updated independently.
My Outlook on the Web (Outlook.com) Font Isn't Affected
Problem: You changed the font in your desktop Outlook, but when you log in to Outlook through your web browser, the font is still different.
Solution: This guide specifically covers the **Outlook desktop application**. Outlook on the web (Outlook.com) and the Outlook mobile app have their own, separate settings for default fonts. Changes made in the desktop app do not sync to the web or mobile versions. If you want to change the font for Outlook.com, you'll need to do it directly within the web interface settings, which usually involves going to Settings (gear icon) > Mail > Compose and reply and finding the message format section there.
The Font Looks Different to My Recipients
Problem: You've set a specific font, but a recipient tells you the email arrived looking completely different, perhaps in a generic font like Times New Roman.
Solution: This happens when you choose a font that the recipient's computer doesn't have installed. Email clients often substitute missing fonts with a common, similar font. To avoid this, stick to widely available "web-safe" fonts like Arial, Calibri, Verdana, Tahoma, Georgia, or Times New Roman. These are almost universally installed on computers and will render consistently for most recipients.
Difficulty Finding the "Stationery and Fonts" Button
Problem: You're in the Mail options, but you can't seem to locate the "Stationery and Fonts" button.
Solution: The exact location and label can sometimes vary slightly between very old versions of Outlook, but it's generally within the "Compose messages" or "Message format" section of the Mail options. Make sure you've scrolled down the right-hand pane of the Outlook Options window. If you're still having trouble, consider checking if your Outlook application needs an update, or consult Microsoft's official support documentation for your specific Outlook version.
Advanced Tips for How To Change The Default Font In Outlook
Once you're comfortable with changing the basic default font, you might want to explore some more advanced customization options to further enhance your Outlook experience and communication style.
Using Themes for a Unified Look
Beyond just fonts, Outlook allows you to use "Themes" or "Stationery" which can include background colors, patterns, and pre-selected fonts. While this guide focused on direct font changes, you can access these options from the same "Signatures and Stationery" window. For "New mail messages," you can select a "Theme..." button, which opens a gallery of designs. Choosing a theme will override your default font settings, so use it if you want a complete visual package rather than just a font change.
Customizing Signature Fonts Separately
Your email signature, which is often automatically added to your messages, has its own font settings. These are managed separately from the main body font. To change your signature's font, go to File > Options > Mail, then click the Signatures... button. In the Signature editor, you can select parts of your signature text and use the formatting toolbar to choose a different font, size, and color for your signature, independent of your default message font.
Understanding Font Embedding (Not Common in Email)
In some document programs, you can "embed" fonts directly into the file so that recipients see the exact font even if they don't have it installed. However, email generally does not support font embedding due to file size and security concerns. This is why using common, "web-safe" fonts is crucial for email consistency. While you can send emails with custom fonts, their display is largely dependent on the recipient's system.
Accessibility Considerations for Your Default Font
When choosing your default font, consider accessibility. Using a font that is too small, too light, or has poor contrast can make your emails difficult for some recipients to read. Aim for a default font size of at least 11 or 12 points for body text, and choose a color with good contrast against a white background (e.g., black or dark grey). Simple, sans-serif fonts like Arial, Calibri, or Verdana are often considered more readable on screens.
Managing Fonts for Multiple Email Accounts
If you have multiple email accounts configured in your Outlook, you might want different default fonts for each. Outlook allows this! When you are in the "Signatures and Stationery" window, you'll see a drop-down menu at the top where you can select which email account you are setting the stationery and fonts for. Choose the specific account, then adjust the fonts for new messages, replies, and plain text as needed. This way, your work emails can use a formal font, while personal emails can be more casual.
How To Change The Default Font In Outlook FAQ
Does this work for Outlook on the web (Outlook.com) or the mobile app?
No, this guide is specifically for the **Outlook desktop application** (e.g., Outlook 2016, 2019, 2021, or Microsoft 365). Outlook on the web and the Outlook mobile app have their own, separate settings for default fonts, which are usually found within their respective settings menus and may offer fewer customization options.
Can I use different fonts for different email accounts in Outlook?
Yes, you can! If you have multiple email accounts set up in your Outlook desktop application, you can configure a unique default font for each account. In the "Signatures and Stationery" window (File > Options > Mail > Stationery and Fonts), there's a dropdown menu at the top where you can select the specific email account for which you want to adjust the font settings.
How do I reset to Outlook's original default font?
Outlook's default font is typically **Calibri, 11pt, black**. To reset, follow the steps in this guide (File > Options > Mail > Stationery and Fonts). Then, for each message type (New mail, Replies/Forwards, Plain text), click the "Font..." button and manually select Calibri, Regular style, Size 11, and Automatic color. Click OK on all windows to save.
Why does my chosen font sometimes look different to recipients?
This usually happens if you've selected a unique or less common font that your recipient doesn't have installed on their computer. Their email program will then substitute it with a more generic, widely available font (like Times New Roman or Arial). To ensure consistent display for most people, it's best to stick to common, "web-safe" fonts such as Arial, Calibri, Verdana, or Times New Roman.
What are "stationery" settings in Outlook?
Stationery settings in Outlook refer to the overall design of your email messages, which can include not only the default font but also background colors, patterns, and even preset themes. These settings are found in the same "Signatures and Stationery" window where you adjust default fonts. You can choose a full theme or simply customize the font.
Can I change the font for reading incoming emails?
Yes, you can change the font used to display incoming messages in Outlook, but this is a separate setting from the one for composing new emails. To do this, go to File > Options > Mail, then under the "Message arrival" section, click **Stationery and Fonts...**. In the "Signatures and Stationery" window, under the "Composing and reading plain text messages" section, click the **Font...** button. The font chosen here affects how plain text messages are displayed, and often influences the viewing of rich-text emails if the original font is unavailable or overridden by your settings.
Final Checklist for How To Change The Default Font In Outlook
Before you consider your Outlook default font updated, run through this quick checklist to ensure everything is set up correctly and consistently:
- Accessed Outlook Options: Did you start by clicking the **File** tab and then **Options**?
- Navigated to Mail Settings: Did you select **Mail** from the left-hand menu in the Outlook Options window?
- Opened Stationery and Fonts: Did you click the **Stationery and Fonts...** button to access the font customization window?
- Set Font for New Messages: Is your desired font, size, and color selected for "New mail messages"?
- Set Font for Replies/Forwards: Is your desired font, size, and color selected for "Replying or forwarding messages" (matching the new message font for consistency is recommended)?
- Set Font for Plain Text: Is a clear, readable font selected for "Composing and reading plain text messages"?
- Saved All Changes: Did you click **OK** on the "Font" dialog, then **OK** on the "Signatures and Stationery" window, and finally **OK** on the main "Outlook Options" window?
- Tested New Font: Did you compose a new email and reply/forward an email to confirm the new default font is applied correctly?
- Considered Recipient View: If using a custom font, are you aware it might render differently for recipients, and have you considered using a common "web-safe" font instead?
By following these steps and checking each item, you can be confident that your Outlook desktop application will consistently use your preferred font for all your outgoing communications, creating a unified and professional look for your emails.