Where to find the font settings in Outlook

The steps to change your default font depend on which version of Outlook you use. Microsoft Outlook for Windows, Outlook for Mac, and Outlook on the web each have different menus. The most common version is Outlook for Windows, where you change the default font through the File menu rather than through a toolbar button.

Open Outlook and click File in the top left. Then select Options at the bottom of the left sidebar. In the Options window, click Mail on the left side. Scroll down until you see Compose messages and look for the button labeled Stationery and Fonts.

Key Takeaways

  • In Outlook for Windows, default fonts are set through File > Options > Mail > Stationery and Fonts, not through the ribbon toolbar.
  • You can set different default fonts for new messages, replies, and forwarded messages separately.
  • The font you choose applies only to new messages you write; it does not change how received messages appear.
  • Outlook for Mac and Outlook on the web use different menus, so check your version before following steps.
  • If you use HTML format for messages, your font choice will be preserved when recipients open your email; plain text format ignores font settings.

Setting fonts for new messages in Outlook for Windows

When you click Stationery and Fonts, a new window opens with three tabs: Personal Stationery, Signatures, and Fonts. Click the Fonts tab. Under New mail messages, you will see a button that says Font. Click it to open the font picker.

The font picker shows you all available fonts on your computer. Choose the font you want, set the size (usually 11 or 12 points), and pick a color if you want something other than black. Click OK when you are done. This font will now appear every time you start a new message.

You can also set separate default fonts for Replying or forwarding messages using the button directly below. Many people prefer a slightly smaller font for replies to keep conversations readable. Set these the same way: click the button, choose your font, and click OK.

Changing fonts in Outlook for Mac

Outlook for Mac stores font settings in a different location. Click Outlook in the top menu bar, then select Preferences. In the Preferences window, click Composing under the Mail section.

Look for the section labeled Composing messages. You will see a dropdown menu for Font and another for Font size. Click the font dropdown to see all available options, select the one you want, and choose your size. The change takes effect when ready for all new messages you write.

Changing fonts in Outlook on the web

Outlook on the web (the browser version you access at outlook.com or through your organization's email portal) has limited font control compared to the desktop versions. Click the Settings gear icon in the top right corner of the screen. Select View all Outlook settings.

Go to Mail > Compose and reply. You will see a section called Default font with a dropdown menu. Select your preferred font from the list. The web version offers fewer font choices than the desktop process, and your choice applies only when you compose messages in that browser.

Why your font choice might not appear in received messages

Your default font setting controls only the messages you write, not the messages you receive. When someone sends you an email in Arial, it will appear in Arial in your inbox no matter what your default font is set to. The sender's font choice is embedded in their message.

If you want to change how received messages look on your screen, you need to adjust your reading pane font instead. In Outlook for Windows, go back to File > Options > Mail > Stationery and Fonts, but this time look for the Composing and reading plain text section. However, most people leave this alone because changing it can make some emails harder to read.

Message format affects whether your font choice sticks

Outlook lets you compose messages in three formats: HTML, Rich Text, and Plain Text. Your font choice only works in HTML and Rich Text formats. If you compose in Plain Text, Outlook ignores your font setting and sends the message in a basic monospace font that all email clients can read.

To check your message format, start a new message and look at the Format tab in the ribbon. You should see buttons for HTML, Rich Text, and Plain Text. HTML is the default and the most common choice. If you accidentally switch to Plain Text, your custom font will not appear in that message, even though it is set as your default.

Troubleshooting when your font change does not work

If you set a default font but new messages still appear in a different font, check whether you are using a signature. Signatures in Outlook can override your default font settings. Go back to File > Options > Mail > Stationery and Fonts and click the Signatures tab. If your signature has its own font formatting, remove it or edit it to match your default font.

Another common issue is that Outlook sometimes defaults back to Calibri after an update. If this happens, straightforward repeat the steps to set your font again. You may also want to check whether your organization uses a template or theme that forces a specific font; if you work in a corporate environment, your IT department may have locked certain formatting choices.

Frequently Asked Questions

Can I set different fonts for different email accounts?

No. Outlook applies the same default font to all accounts you have set up in the process. If you need different fonts for different accounts, you would need to manually change the font each time before sending, or use separate email applications for each account.

Will recipients see the font I chose?

Yes, if you send in HTML or Rich Text format and the recipient's email client supports that format. Most modern email clients do. If someone is reading your email on an older system or in a very basic email reader, they may see a different font, but the text will still be readable.

What happens if I choose a font that is not installed on someone else's computer?

Outlook converts the message to a similar font that the recipient's system has available. For example, if you choose a decorative font and the recipient does not have it, their email client will substitute a standard font like Arial or Times New Roman. The message remains readable.

Can I change the font size separately from the font itself?

Yes. In the font picker window, you can set the font and the size independently. You can choose Arial at 12 points, or Calibri at 10 points, or any other combination. Both settings explore together as your default.

Does changing my default font affect emails I have already sent?

No. Your default font setting only applies to new messages you compose after making the change. Emails you have already sent remain exactly as they were when you sent them.