How To Change Default Font On Outlook

Changing the default font in Outlook allows you to personalise your email messages, improve readability, or match a specific brand style. This guide will walk you through the simple steps to update the font for new emails, replies, and plain text messages in the Outlook desktop application. Whether you want a larger font for easier reading or a specific typeface for professional communication, this tutorial helps ensure your emails always look exactly how you intend, right from the start.

Fast Answer

Main Action: Open Outlook Options
Navigation Path: Mail > Stationery and Fonts
Key Settings: Personal Stationery tab, use the "Font..." buttons

5-10 minutes Time needed

Easy Difficulty

Save all changes Watch out for

Before You Start

Outlook Desktop Application: These instructions are for the Microsoft Outlook desktop programme (e.g., Outlook 365, Outlook 2019, 2021). Steps may vary slightly for web-based Outlook or mobile apps.
Active Email Account: Ensure your Outlook is set up and connected to your email account.
Administrator Rights (rarely): In some corporate environments, IT policies might restrict font changes. If you cannot follow these steps, contact your IT support.

Check first: Make sure you understand which type of message you want to change the font for: new messages, replies/forwards, or plain text messages. Outlook has separate settings for each, and you will need to adjust them individually to ensure consistent results. Forgetting to save changes will mean your custom font isn't applied.

Step-by-Step Instructions

Step 1: Open Outlook and Access Options

The first step is to open your Microsoft Outlook desktop application. Once it's open, you need to find the main settings menu. This is usually called "Options".

Look for the File tab in the top-left corner of the Outlook window. Click on it.
In the menu that appears on the left side, usually at the very bottom, you will see Options. Click this to open the Outlook Options dialogue box.

Tip: If you're using an older version of Outlook, the "Options" might be under a different menu, but "File" is the most common starting point for recent versions.

Step 2: Navigate to Mail Settings

Once the Outlook Options window is open, you will see a list of categories on the left side. You need to find the settings related to email messages.

In the left-hand navigation pane of the Options window, click on Mail. This will display all the settings related to how your emails are sent and received.
On the right-hand side, scroll down until you find the section labelled Compose messages or similar. Within this section, look for the button titled Stationery and Fonts.... Click this button to open the signature and stationery settings.

Tip: The "Stationery and Fonts" button is the gateway to changing all your default message fonts. It might be found alongside options for signatures.

Step 3: Customise Fonts for New Messages

Now you are in the "Signatures and Stationery" window. This window has several tabs; make sure you are on the Personal Stationery tab. Here, you'll find separate settings for different types of messages.

Under the "New mail messages" section, click the Font... button. A new "Font" dialogue box will open.
In this Font dialogue box, you can choose your desired font:
- Font: Select the typeface (e.g., Arial, Calibri, Times New Roman) from the list.
- Font style: Choose between Regular, Italic, Bold, or Bold Italic.
- Size: Set the font size (e.g., 11, 12, 14 points).
- Font colour: Select a colour for your text.
- Underline style/colour (optional): If you want your text underlined, choose a style and colour.
- Effects (optional): You can also apply effects like Strikethrough or Superscript.
As you make changes, the "Sample" box at the bottom will show you a preview of your chosen font.
Once you are happy with your selection for new messages, click OK to close the Font dialogue box.

Tip: Choose a font that is widely available on other computers (like Arial, Calibri, or Verdana) to ensure your emails look consistent for recipients, even if they don't have your specific font installed.

Step 4: Customise Fonts for Replies and Forwards

Often, you might want your replies and forwarded messages to use a slightly different style or size than your new messages, or simply match them. This is managed separately.

Back in the "Signatures and Stationery" window, under the "Replying or forwarding messages" section, click the second Font... button.
Another "Font" dialogue box will open, similar to the one in Step 3.
Repeat the process: choose your desired Font, Font style, Size, Font colour, and any other effects for replies and forwarded emails.
Review the "Sample" to ensure it looks correct.
Click OK to close this Font dialogue box.

Check first: If you want your replies and forwards to have the exact same font as new messages, you must set them individually here. Changing one does not automatically change the other.

Step 5: Adjust Font for Plain Text Messages

While most emails are sent in HTML format (allowing for rich formatting like colours and images), some recipients or systems prefer plain text. Outlook allows you to set a default font for these messages too.

Still in the "Signatures and Stationery" window, look for the "Composing and reading plain text messages" section.
Click the Font... button associated with this section.
In the Font dialogue box, select a suitable font, style, and size for your plain text messages. Note that plain text messages will not support colours or advanced effects; only font, style (bold/italic), and size are generally honoured.
Click OK to confirm your selection for plain text.

Tip: Plain text messages are best read with simple, monospace fonts like Courier New or Consolas, as they ensure characters line up correctly without varied spacing. Arial or Calibri are also common choices.

Step 6: Save Your Changes

After adjusting all the font settings for new messages, replies, and plain text, it's crucial to save your changes across all open dialogue boxes.

In the "Signatures and Stationery" window, click OK to apply all the font changes you just made and close this window.
You will return to the main Outlook Options window. Click OK again in this window to save all your Outlook settings and close it.

Watch out for: Forgetting to click OK on all open dialogue boxes means your changes will not be saved, and Outlook will revert to your previous settings.

Step 7: Verify Your New Default Font

To ensure your changes have been successfully applied, it's a good idea to test them.

Close and then reopen Outlook, or simply restart the application, to make sure all changes have fully taken effect.
Create a New Email message (Ctrl+N or File > New > Email Message). The blank message window should automatically open with your newly selected default font, style, and size.
To test replies/forwards, open an existing email in your inbox and click Reply or Forward. The new message window for the reply/forward should also display your chosen default settings for those message types.

Tip: If the font doesn't appear correctly, double-check each step in the guide, paying close attention to clicking "OK" in all windows. Sometimes, an Outlook restart can help settings apply fully.

Quick Reference

Situation	Use this	Why
Changing font for a new email you are creating.	"New mail messages" Font button	This setting controls the default appearance of all blank emails you start from scratch.
Changing font for emails you reply to or forward.	"Replying or forwarding messages" Font button	Separately controls how your responses and forwarded content appear, maintaining context.
Changing font for plain text emails.	"Composing and reading plain text messages" Font button	Ensures readability for recipients who view emails without rich formatting.
You've made changes but they don't appear.	Click OK on all open setting windows.	Settings are not saved until all configuration dialogue boxes are explicitly confirmed.
Font looks different to recipient.	Choose common fonts (e.g., Arial, Calibri).	Recipients' computers may not have less common fonts, causing substitution.

Common Problems When You Change Default Font On Outlook

Even though changing your default font in Outlook is straightforward, you might encounter a few common issues. Here’s how to troubleshoot them:

Problem 1: The New Default Font Isn't Applied

You followed all the steps, but when you compose a new email, it's still using the old font.

Solution:
Check Your Saves: The most frequent reason is not clicking OK in all open dialogue boxes. You need to click OK in the "Font" window, then OK in the "Signatures and Stationery" window, and finally OK in the main "Outlook Options" window. If you close any window with an "X" or "Cancel," the changes won't be saved.
Restart Outlook: Sometimes, Outlook needs a full restart for the new settings to take effect. Close Outlook completely and then reopen it.
Verify the Right Setting: Ensure you changed the font for the correct message type (new messages, replies/forwards, or plain text). They are separate settings.

Problem 2: My Email Looks Different to the Recipient

You send an email with your new, stylish font, but your recipient says it looks like a completely different font or is difficult to read.

Solution:
Common Fonts: The recipient's computer might not have the specific font you used installed. When this happens, their email program will automatically substitute it with a similar, commonly available font (like Times New Roman or Arial).
To avoid this, stick to widely available fonts such as Arial, Calibri, Verdana, Tahoma, or Times New Roman. These are standard on most operating systems.
HTML vs. Plain Text: If the recipient views the email in plain text format (either by choice or due to their email client), all your rich formatting, including specific fonts and colours, will be stripped away.

Problem 3: Font Changes Only for New Emails, Not Replies/Forwards

You've successfully changed the font for new messages, but when you reply to an email, it's still the old font.

Solution:
Separate Settings: Remember that Outlook has distinct font settings for "New mail messages" and "Replying or forwarding messages." You must go back into File > Options > Mail > Stationery and Fonts... and adjust the Font... button specifically for the "Replying or forwarding messages" section.

Problem 4: My Custom Font Keeps Resetting

Every now and then, your custom font reverts to Outlook's default (usually Calibri 11), and you have to change it again.

Solution:
Outlook Profile Corruption: In rare cases, a corrupted Outlook profile can cause settings to reset. You might need to repair your Outlook profile or create a new one. (This is a more advanced troubleshooting step, usually requiring IT support in a work environment).
Add-ins: Sometimes, third-party Outlook add-ins can interfere with default settings. Try disabling any recently installed add-ins to see if the problem stops. (Go to File > Options > Add-ins to manage them.)
Group Policy (Corporate Environments): If you are in a corporate setting, your organisation's IT department might have a Group Policy that enforces a specific default font, overriding your personal settings. If this is the case, your changes will always be temporary. You'll need to speak to your IT support.

Advanced Tips for How To Change Default Font On Outlook

Beyond simply changing the font, there are a few advanced ways to customise your Outlook experience and ensure your communications are polished and professional.

1. Create Custom Stationery for Consistent Branding

Outlook allows you to create entire "Stationery" themes, which include not just fonts but also backgrounds, colours, and images. This is perfect for maintaining a strong brand identity across all your communications.

How to do it:
1. Go to File > Options > Mail > Stationery and Fonts....
2. On the "Personal Stationery" tab, instead of just clicking "Font...", look for the Theme... button.
3. You can choose from existing themes or click "New..." to create your own. This allows for a more comprehensive design, including background images, colours, and a default font embedded within the theme.
4. Once created, you can select your custom stationery for "New mail messages" and "Replying or forwarding messages."
Benefit: Ensures every email consistently reflects your desired aesthetic without manual adjustments.

2. Consider Accessibility When Choosing Fonts

While personal preference is important, also think about how easy your emails are to read for everyone, especially those with visual impairments.

Tips for Accessibility:
- Font Type: Sans-serif fonts (like Arial, Calibri, Verdana, Open Sans) are generally considered more readable on screens than serif fonts (like Times New Roman, Georgia).
- Font Size: A size of 11 or 12 points is a good standard. For very formal or specific needs, 10 points can work, but avoid smaller. Larger fonts (14+) can be helpful for specific audiences or those with low vision.
- Colour Contrast: Ensure there is a good contrast between your text colour and the background. Avoid light text on light backgrounds or dark text on dark backgrounds. Black text on a white background is always the most accessible choice.
Benefit: Makes your emails inclusive and easy to read for a wider audience, enhancing professionalism.

3. Use Different Fonts for Different Email Accounts (If Applicable)

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 to help distinguish them.

How to do it:
1. Go to File > Options > Mail.
2. Scroll down to the "Compose messages" section.
3. Click on Stationery and Fonts....
4. In the "Signatures and Stationery" window, at the top under "Email account:", you will see a drop-down menu. Select the specific email account you wish to customise.
5. Then, proceed to change the "New mail messages" and "Replying or forwarding messages" fonts for that specific account.
6. Repeat for other accounts as needed.
Benefit: Clearly separates professional and personal communications, preventing mix-ups and reinforcing brand identity for each account.

4. Quick Font Change in a Message (Temporary Override)

Sometimes, you might want to use a different font for just one specific email, without changing your defaults.

How to do it: When composing a new email, look for the "Format Text" tab in the message ribbon. You'll find a font selection box, size selector, and bold/italic/underline buttons there. Changes made here will only apply to that specific email and will not alter your default settings.
Benefit: Offers flexibility for one-off messages or special announcements without disrupting your regular setup.

How To Change Default Font On Outlook FAQ

Q1: Does changing the default font affect old emails?

No, changing the default font only affects new emails, replies, and forwards that you compose after the change. It does not alter the appearance of emails already in your inbox, sent items, or any other folders.

Q2: Can I have different default fonts for different parts of my email, like the subject line or specific paragraphs?

The default font settings in Outlook apply to the main body of your email messages. You cannot set a separate default font for the subject line. Within the body of an email, once composed, you can manually change the font for specific paragraphs or words using the formatting options in the "Format Text" tab of the message window, but this is a one-time change for that specific email, not a default setting.

Q3: Why does my signature font not match my default message font?

Your email signature has its own separate font settings. When you create or edit a signature (File > Options > Mail > Signatures...), you can specify the font, size, and colour for the text within the signature itself. If you want your signature to match your new default message font, you'll need to edit the signature and manually select the same font properties.

Q4: Can I set a default font for Outlook on my mobile phone or tablet?

Mobile versions of Outlook (iOS and Android) typically have limited customisation options compared to the desktop application. Most mobile email clients use a system default font or a very basic font for composing messages, and they generally do not offer advanced options to change the default font. Check the specific app's settings, but it's unlikely to be as customisable as the desktop version.

Q5: Is it possible to use a custom font that I downloaded from the internet?

Yes, if you have downloaded and installed a custom font onto your Windows or macOS operating system, it should appear in the font list within Outlook's settings. However, remember that the recipient of your email must also have that specific font installed on their computer for them to see it as intended. If they don't, their email client will substitute it with a common alternative.

Final Checklist for How To Change Default Font On Outlook

Before you consider your task complete, run through this quick checklist to ensure everything is set up correctly and functioning as expected.

✓ Have you opened Outlook Options via the File tab?
✓ Did you navigate to the Mail section and click Stationery and Fonts...?
✓ Have you adjusted the font for New mail messages to your preference?
✓ Have you adjusted the font for Replying or forwarding messages to your preference?
✓ (Optional) Have you adjusted the font for Composing and reading plain text messages?
✓ Did you click OK in the "Signatures and Stationery" window?
✓ Did you click OK in the main "Outlook Options" window?
✓ Have you closed and reopened Outlook to ensure changes are fully applied?
✓ Did you compose a New Email to verify the default font is correct?
✓ Did you send a test reply/forward to confirm those fonts are also correct?
✓ Have you considered if your chosen font is easily readable and widely available to recipients?