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How To Change Font Size On Outlook

A practical step-by-step guide to how to change font size on outlook, including preparation, instructions, common issues, tips, and next steps.

Published 2026-05-27 ยท Updated 2026-07-22

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How To Change Font Size On Outlook

Changing the font size in Microsoft Outlook can make your emails easier to read and compose. This guide will show you how to adjust the font for viewing emails, writing new messages, and even for the Outlook interface itself. Whether you struggle with small text or prefer a larger font for comfort, this step-by-step process will help you customise your Outlook experience across different versions.

Fast Answer

  • For composing new emails: Go to File > Options > Mail > Stationery and Fonts.
  • For reading emails: Use the Zoom slider in an open email, or View > View Settings > Other Settings for message list.
5-10 minutes Time needed
Easy Difficulty
Saving changes Watch out for

Before You Start

  • Access to a desktop version of Microsoft Outlook (e.g., Outlook for Microsoft 365, Outlook 2019, 2016, 2013). This guide primarily focuses on the desktop application rather than the web version, as font customisation options differ significantly.
  • An active internet connection might be needed for certain Outlook updates, though not strictly for changing font sizes.
  • Close any open draft emails to ensure settings apply correctly without losing unsaved work.
Check first: Understand that there isn't one single setting that changes *all* font sizes in Outlook. You'll need to adjust different settings for composing messages, reading messages, and the general Outlook interface. Deciding which part of Outlook you want to adjust first will make the process smoother.

Step-by-Step Instructions

1. Change Font Size for Composing New Emails

This adjustment affects the default font, size, and colour used when you create a brand new email message. It's often the most commonly sought-after change.

  1. Open Microsoft Outlook on your desktop.
  2. Click on the File tab in the top-left corner of the Outlook window.
  3. From the menu that appears, click on Options at the bottom. This will open the "Outlook Options" dialogue box.
  4. In the "Outlook Options" box, select Mail from the left-hand navigation pane.
  5. Under the "Compose messages" section, find the button labelled Stationery and Fonts... and click it.
  6. A new "Signatures and Stationery" window will open. Here, you'll see separate settings for different types of messages:
    • New mail messages: This controls the font for brand new emails you compose.
    • Replying or forwarding messages: This controls the font for replies and forwarded emails.
    • Composing and reading plain text messages: This sets the font for messages without formatting.
  7. Click the Font... button next to "New mail messages".
  8. In the "Font" dialogue box, you can choose your desired Font, Font style (e.g., Regular, Italic, Bold), and most importantly, the Size. Select a size like 12, 14, or 16 for better readability.
  9. Click OK in the "Font" dialogue box to confirm your choice.
  10. Repeat steps 7-9 for "Replying or forwarding messages" if you want these to match or be different.
  11. Click OK in the "Signatures and Stationery" window.
  12. Click OK in the "Outlook Options" window to save all your changes.
  13. Close and reopen Outlook, or simply create a New Email message to see your changes applied.
Tip: If you use a signature, the font of your signature is set separately within the "Signatures and Stationery" window. Make sure its font and size match your email body for a consistent look.

2. Change Font Size for Reading Pane (Incoming Emails)

This setting affects how large the text appears in the reading pane when you click on an email. This is crucial for comfortable viewing of received messages.

  1. Open an email message in its own window by double-clicking it from your inbox. This will open the message in a separate full-size window.
  2. Look for the Zoom slider at the bottom-right corner of the email message window. It usually shows a percentage (e.g., 100%).
  3. Click and drag the slider to the right to increase the font size, or to the left to decrease it. Alternatively, click the percentage number (e.g., 100%) to open a "Zoom" dialogue box where you can select a specific percentage or choose to remember your setting for future messages.
  4. Close the email message. This zoom setting will usually apply to other emails you open individually, but it's a per-message or per-session setting, not a permanent default for the reading pane itself.
  5. For a more permanent change that affects the font size in the *message list* (the list of emails in your inbox, not the content of an individual email):
    1. Go to the View tab in the Outlook ribbon.
    2. Click View Settings in the "Current View" group.
    3. In the "Advanced View Settings" dialogue box, click Other Settings...
    4. Under "Grid Lines and Font", you'll see options to change the font for "Column headings", "Row fonts", and "Preview fonts". Click the Font... button next to "Row fonts" to adjust the font for the email subjects and senders in your inbox list.
    5. Choose your preferred Font, Font style, and Size, then click OK.
    6. Click OK in the "Other Settings" box, then OK in the "Advanced View Settings" box.
Tip: While viewing an open email, you can often hold down the Ctrl key and scroll your mouse wheel up or down to quickly zoom in or out, just like in a web browser.

3. Change Font Size for the Outlook Interface (Navigation Pane, Folder List)

The text in the Navigation Pane (where you see your mailboxes, calendar, contacts), Folder List, and To-Do Bar is controlled by your computer's display settings, rather than directly by Outlook. Adjusting this will affect text size across many applications, not just Outlook.

  1. Close Outlook for best results, as changes to display settings sometimes require applications to restart.
  2. For Windows 10/11:
    1. Right-click anywhere on your desktop background and select Display settings.
    2. Under the "Scale & layout" section, look for Change the size of text, apps, and other items.
    3. Click the drop-down menu and choose a larger percentage (e.g., 125% or 150%). You can also click "Advanced scaling settings" for a custom percentage, but be cautious with this option.
    4. Windows might prompt you to sign out and back in for the changes to take full effect across all applications.
  3. For older Windows versions (e.g., Windows 7/8):
    1. Right-click on your desktop and select Screen resolution (Windows 7) or Personalise, then Display (Windows 8).
    2. Look for "Make text and other items larger or smaller" (Windows 7) or "Change the size of all items" (Windows 8).
    3. Select a larger option, such as Medium - 125% or Larger - 150%.
    4. Click Apply and follow any prompts to restart or log off.
  4. Once your computer's display settings are applied, open Outlook again. The text in the Navigation Pane, Folder List, and other interface elements should now appear larger.
Tip: Changing your system's display scaling will affect all applications on your computer. If you only want to change Outlook's interface size and not everything else, you might need to use the "Zoom" features within Outlook or consider alternative approaches if available for specific areas.

4. Adjust Font Size for Calendar and Contacts Views

Similar to the message list, you can fine-tune the display fonts for specific views like your Calendar and Contacts lists within Outlook.

  1. Navigate to the Calendar or Contacts section in Outlook by clicking the respective icon in the Navigation Pane (bottom-left).
  2. Once in the Calendar or Contacts view, go to the View tab in the Outlook ribbon.
  3. Click View Settings in the "Current View" group.
  4. In the "Advanced View Settings" dialogue box, click Other Settings...
  5. Here, you'll find options specific to the view you're in. For example, in the Calendar, you might see "Font for Time slots" or "Font for Appointments". For Contacts, you might see "Font for Column headings" or "Row fonts".
  6. Click the Font... button next to the item you wish to change.
  7. Select your desired Font, Font style, and Size, then click OK.
  8. Click OK in the "Other Settings" box, then OK in the "Advanced View Settings" box.
  9. Your changes should be applied immediately to the selected view.
Tip: If you use multiple views within Calendar (e.g., Day, Week, Month), you might need to check and adjust the font settings for each view individually, as they can sometimes have separate display configurations.

5. Increase Overall View Zoom in Outlook

Outlook provides a quick zoom feature that can enlarge or shrink the entire display of your current view, similar to a web browser. This is a temporary but effective way to adjust readability.

  1. Go to any main Outlook view, such as your Inbox, Calendar, or Contacts.
  2. Look at the very bottom-right corner of the Outlook window, next to the status bar.
  3. You should see a Zoom slider, typically showing a percentage (e.g., 100%).
  4. Click and drag the slider to the right to increase the zoom percentage (making everything larger), or to the left to decrease it.
  5. The content of your current pane (e.g., message list, calendar grid) will immediately adjust in size.
Tip: This zoom slider is often view-specific. If you zoom in your Inbox, it might not affect your Calendar view until you adjust it there too. It's a quick fix for temporary magnification.

Quick Reference

Situation Use this action Why
Composing new emails File > Options > Mail > Stationery and Fonts > New mail messages > Font... Sets the default font for messages you create.
Replying/Forwarding emails File > Options > Mail > Stationery and Fonts > Replying or forwarding messages > Font... Controls the font used when you respond to emails.
Reading a specific email (open in new window) Zoom slider at bottom-right of email window OR Ctrl + mouse scroll wheel. Quickly adjusts text size for individual messages.
Message list (subject, sender) in Inbox View > View Settings > Other Settings > Row fonts... Changes the font size of items in your inbox list.
Navigation Pane (Folders, Calendar icons) Windows Display Settings (Right-click desktop > Display settings > Scale & layout). Outlook interface elements generally follow system-wide text scaling.
Calendar or Contacts views Navigate to view > View > View Settings > Other Settings > specific font options. Customises font display for elements within these specific Outlook sections.

Common Problems When You Change Font Size On Outlook

Even with clear instructions, you might encounter a few hiccups when trying to adjust font sizes in Outlook. Here are some common issues and how to troubleshoot them:

Changes Not Applying or Not Saving

Problem: You've followed the steps, but the font size doesn't seem to change, or it reverts to the old size after you close and reopen Outlook.

Fix:

  • Did you click OK everywhere? After making font changes in any dialogue box (e.g., Font, Stationery and Fonts, Outlook Options), you must click OK in *all* open windows to save the changes. Simply closing a window with the "X" button will usually discard your changes.
  • Restart Outlook: Sometimes, Outlook needs a full restart for new settings to take effect. Close the application completely and then reopen it.
  • Check for conflicting settings: If you have custom themes or add-ins, they might sometimes override default font settings. Try temporarily disabling add-ins if you suspect this.

Only New Emails Are Affected, Not Replies or Forwards

Problem: You changed the font for new messages, but when you reply or forward an email, the font is still the old size.

Fix:

  • Adjust both settings: Remember that "New mail messages" and "Replying or forwarding messages" have separate font settings within File > Options > Mail > Stationery and Fonts... You need to adjust the font for both categories if you want them to match.
  • Plain Text vs. HTML: Ensure you are using HTML format for your emails (which is the default). Plain text messages do not support rich formatting like different fonts and sizes in the same way. Check this in File > Options > Mail > Compose messages in this format.

Reading Pane Font Size Doesn't Stay Changed Permanently

Problem: You zoomed in on an email, but the next email you open is back to the smaller size.

Fix:

  • Per-message zoom: The zoom slider at the bottom-right of an open email window is often a per-message or per-session setting. It usually doesn't apply permanently to all future emails.
  • "Remember my preference": When you click the percentage on the zoom slider to open the "Zoom" dialogue box, some Outlook versions offer a checkbox like "Remember my preference". Ensure this is ticked if available.
  • Use System Display Settings for overall view: For a more consistent, larger view of the message content within the reading pane (affecting all elements), adjusting your operating system's display scaling (as described in Step 3) is often the most effective solution.

Navigation Pane / Folder List Font Is Still Too Small

Problem: You changed font sizes for emails, but the text on the left-hand side (your folders, mailboxes) remains small.

Fix:

  • Operating System Control: As mentioned in Step 3, the font size for Outlook's interface elements like the Navigation Pane, Folder List, and To-Do Bar is primarily controlled by your Windows display settings. You'll need to adjust the "Scale & layout" setting in your PC's display options to make these larger.
  • Restart PC: After changing Windows display scaling, it's often necessary to restart your computer (or at least log out and back in) for the changes to fully apply across all applications, including Outlook.

Some Specific Sections (e.g., To-Do Bar, Status Bar) Don't Change

Problem: Even after adjusting system display settings, some minor text elements within Outlook don't seem to respond.

Fix:

  • Limited Customisation: Some very specific UI elements in Outlook have limited or no direct font customisation options within Outlook itself. Their size is almost entirely dependent on the operating system's display scaling.
  • High DPI scaling issues: On high-resolution screens, some older versions of Outlook or Windows might have minor scaling issues with certain UI elements. Ensuring your Windows and Outlook are up-to-date can sometimes resolve these.

Advanced Tips for How To Change Font Size On Outlook

Beyond the basic adjustments, here are some advanced tips to further customise your Outlook font experience and improve readability:

Utilise Outlook Themes and Accessibility Options

Outlook allows you to change its visual theme, which can sometimes indirectly improve readability, especially for users with visual impairments.

  • Change Outlook Theme: Go to File > Options > General. Under "Personalise your copy of Microsoft Office," you can select an "Office Theme" like "Black," "Dark Grey," or "White." A higher contrast theme can make text stand out more, even if the font size remains the same.
  • Windows High Contrast Themes: For more significant accessibility needs, consider enabling a High Contrast theme directly in Windows (Settings > Ease of Access > High contrast or Settings > Accessibility > Contrast themes). These themes drastically change the colour scheme of all applications, which can make text much clearer for some users.

Set Different Fonts for Different Message Types

Outlook offers the flexibility to use distinct fonts for new messages, replies/forwards, and plain text messages. This can be useful for professional branding or simply for personal preference.

  • Distinct Fonts: In File > Options > Mail > Stationery and Fonts... you can set a specific font for "New mail messages" (e.g., Calibri 11pt) and a different one for "Replying or forwarding messages" (e.g., Arial 10pt). This can help visually distinguish between your original content and previous parts of a conversation.
  • Plain Text Formatting: Ensure that the font for "Composing and reading plain text messages" is also set to a readable size, especially if you communicate with recipients who prefer plain text or if you often send unformatted emails.

Use the Zoom Slider Effectively for Reading

The zoom slider in an open email message is a powerful tool for on-the-fly adjustments. Make it work for you:

  • Consistent Zoom: When you open the "Zoom" dialogue by clicking the percentage at the bottom-right of an open email, check the "Remember my preference" box (if available). This ensures that future emails open at your preferred zoom level.
  • Quick Access Toolbar: For even quicker access, you can add the "Zoom" command to your Quick Access Toolbar. Right-click on the Outlook ribbon, select "Customise Quick Access Toolbar," find "Zoom," and add it. This provides a consistent way to adjust zoom without needing to open each email in a new window.

Consider Outlook's Message Preview Options

While not directly about font size, adjusting how many lines of a message preview are shown can impact readability and scanning your inbox.

  • Change Preview Lines: Go to View > Message Preview. You can choose to show 1, 2, or 3 lines of the message in your inbox list. A longer preview, combined with a readable message list font size, can help you decide which emails to open.

Update Your Outlook Version

Ensuring your Outlook application is up-to-date can often resolve minor display glitches and provide access to new accessibility features or improved font rendering.

  • Check for Updates: Go to File > Office Account > Update Options > Update Now. Keeping your software current helps maintain optimal performance and compatibility.

How To Change Font Size On Outlook FAQ

Q1: Why do my font size changes only affect new emails, but not existing ones?

A: When you change the default font for "New mail messages" in Outlook Options, it only applies to emails you compose from that point forward. It doesn't retroactively change the font of emails already in your inbox. For reading existing emails, you'll need to use the zoom slider within an open email or adjust your system's display settings for overall readability.

Q2: Can I change the font size for specific folders only, like my Sent Items?

A: Outlook's "View Settings" allow for customisation per folder. Navigate to the specific folder (e.g., Sent Items), then go to View > View Settings > Other Settings... Here, you can change the "Row fonts" for that specific folder's message list. However, this only affects the list view, not the content of emails within that folder.

Q3: My font changes make everything look too big or too small on my screen. How do I revert them?

A: To revert changes, simply go back through the same steps you used to make the changes and select the default or a more suitable size. For composed emails (Step 1), choose a smaller font size. For the reading pane (Step 2), reset the zoom to 100%. For the Outlook interface (Step 3), go back to your Windows Display Settings and choose a lower scaling percentage, such as 100% or "Recommended." Always remember to click OK and restart Outlook or your PC if prompted.

Q4: Does changing font size in Outlook affect how recipients see my emails?

A: No, generally not. When you set a default font size for composing emails, that is the size that will be sent with your email. However, how a recipient *views* that email depends entirely on their own email client settings, display preferences, and zoom level. They can choose to view your email at any size they prefer, regardless of your default sending size.

Q5: Is it possible to have a different font size for my signature in Outlook?

A: Yes, the font for your email signature is set independently. When you go to File > Options > Mail > Signatures... to edit or create a signature, you'll see a formatting toolbar within the signature editor that allows you to choose a specific font, size, and colour for your signature, separate from your main email body font settings. This gives you full control over how your signature appears.

Final Checklist for How To Change Font Size On Outlook

Before you finish, use this checklist to ensure you've covered all the relevant font adjustments and that your Outlook experience is as comfortable as possible:

  • Default Font for New Messages: Have you set your preferred font and size for when you compose a brand new email?

  • Default Font for Replies/Forwards: Have you adjusted the font and size for when you reply to or forward an existing email?

  • Reading Pane Zoom: Have you used the zoom slider or the "Zoom" option within an open email to set a comfortable viewing size for individual messages, and ticked "Remember my preference" if available?

  • Message List Font: Is the font size of the email subjects and sender names in your inbox list clear and readable?

  • Outlook Interface (Navigation Pane, Folders): If the text in these areas is too small, have you adjusted your computer's system display scaling settings?

  • Calendar/Contacts Views: Have you customised the font settings for any specific views like your Calendar appointments or Contact lists?

  • Saved All Changes: Did you click OK in all dialogue boxes (Font, Stationery and Fonts, Outlook Options) to ensure your changes are saved?

  • Restarted Outlook: Have you closed and reopened Outlook, and your computer if you changed display settings, to apply all changes correctly?

  • Tested Font Sizes: Have you composed a new email, replied to one, and opened an existing email to confirm all your desired font changes are working?

By following this guide, you should now have a much more comfortable and personalised viewing and composing experience in Microsoft Outlook. Enjoy clearer emails!

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