Where to find the default font setting

The default font setting in Outlook lives in the program's preferences, not in individual emails. You reach it through the File menu, then Options (on Windows) or Preferences (on Mac). Once you open that window, you are looking for a section called "Mail" or "Compose Messages" — the exact name depends on your Outlook version, but it always controls how new emails look when you start typing.

The reason Outlook separates this from your email itself is that the default font applies to every new message you write going forward. Changing it does not touch emails you have already sent or received. If you want to change the font in a single email instead, you highlight the text and use the font dropdown in the toolbar — that is a different task than setting the default.

Key Takeaways

  • The default font setting is in File > Options > Mail (Windows) or File > Preferences > Compose (Mac), not in the toolbar.
  • You must choose both a font name and a size; Outlook will not let you set one without the other.
  • The default font applies only to new messages you write, not to replies or forwarded emails unless you change those settings separately.
  • If you use both plain text and HTML format emails, you may need to set the default font twice — once for each format.

Steps for Windows Outlook

Open Outlook and click File in the top left corner. From the menu that appears, select Options. A window titled "Outlook Options" will open. On the left side, click Mail. Scroll down until you see a section labeled "Compose messages" — this is where the font controls live.

Under "Compose messages," look for a button or link that says "Stationery and Fonts" or "Font Settings." Click it. A new window opens with tabs at the top. Click the tab labeled "Personal Stationery" or "Fonts" (the exact name varies by Outlook version). You will see dropdown menus for font name and font size. Choose the font you want — Arial, Calibri, and Times New Roman are common choices — and pick a size between 10 and 14 points for readability. Click OK to save.

After you close these windows, every new email you write will use the font you selected. If you write a reply to someone else's email, Outlook may override this setting and match their font instead — this is normal behavior and you can change it back by selecting your text and using the font dropdown in the toolbar.

Steps for Mac Outlook

Open Outlook and click Outlook in the menu bar at the very top of the screen. From the dropdown, select Preferences. A window opens with several icons. Look for and click the icon labeled "Compose" or "Composing Messages." You should see options for font settings on this screen.

Find the dropdown or button for "Default font" or "Font." Click it and choose your font name and size. Some versions of Mac Outlook also let you set the text color and background color here, but the font itself is the main control. Click Save or OK when you are done. The change takes effect when ready on your next new email.

Mac Outlook sometimes stores font settings separately for HTML and plain text formats. If you use both, check whether there are separate tabs or sections for each format, and set the font in both places if needed.

What to do if the font keeps reverting

If you set a default font but new emails keep appearing in a different font, Outlook is likely overriding your choice based on your email account settings or the recipient's email client. This happens most often when you reply to an email — Outlook tries to match the original sender's formatting to keep the conversation looking consistent.

To prevent this, go back to File > Options > Mail (Windows) or File > Preferences > Compose (Mac) and look for a checkbox that says something like "Use my font when replying" or "Always use my font." Checking this box tells Outlook to ignore the original sender's font and stick with yours. Not all versions have this option, but if yours does, it solves the problem.

Another cause is Outlook themes or templates. If you have applied a theme to your mailbox, it may override your font choice. Try switching to a plain or default theme and see whether your font setting holds.

Changing the font for specific email types

Outlook lets you set different default fonts for new messages, replies, and forwarded emails. This is useful if you want new emails in one font but replies in another, though most people keep them the same. To do this on Windows, go to File > Options > Mail > Stationery and Fonts and look for separate sections for "New messages," "Replies and forwards," and sometimes "Plain text messages."

Each section has its own font dropdown. Set them all to the same font if you want consistency, or choose different fonts for different email types. On Mac, the Preferences window may show these options on the same screen or in separate tabs — look for labels that distinguish between new messages and replies.

Why your font choice matters

The font you choose affects how your emails look to the person reading them, but it also affects readability on different devices. Sans-serif fonts like Arial and Calibri work well on phones and computers. Serif fonts like Times New Roman can be harder to read on small screens. A font size of 11 or 12 points is standard — anything smaller than 10 points may be difficult for some readers to see.

If you work in a professional environment, check whether your organization has a preferred font or style guide. Some companies ask employees to use a specific font to keep emails looking consistent. If you are unsure, Calibri or Arial at 11 points is a safe, readable choice that works across most email clients and devices.

Frequently Asked Questions

Can I set a different default font for different email accounts?

Not directly through the default font setting — Outlook applies one default font to all accounts. However, you can create separate signatures for each account, and signatures can include font formatting. When you insert a signature, it brings that font with it. Some people use this workaround to have different fonts per account, though it requires manually inserting the signature each time.

What if my default font is not showing up in the dropdown menu?

The font must be installed on your computer for Outlook to use it. If you do not see a font you want, it is not installed. You can install new fonts through your operating system — on Windows, go to Settings > Personalization > Fonts, and on Mac, use Font Book. After installation, restart Outlook and the font will appear in the dropdown.

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

No. The default font setting only applies to new emails you write after you change it. Emails you have already sent keep their original font. If you want to change the font in an old email, you would need to open it, select all the text, and change the font manually — but you cannot resend an email that has already been delivered.

Why do my emails look different on my phone than on my computer?

Different email clients and devices render fonts differently. A font that looks crisp on your computer screen may appear slightly different on a phone or in a web browser. This is normal and not something you can fully control. Sticking to common fonts like Arial, Calibri, or Helvetica minimizes these differences.

Can I set the default font color as well as the font itself?

Yes, in most versions of Outlook. When you open the font settings window, you should see a color picker alongside the font name and size. Choose your color there. Keep in mind that dark text on a light background is easiest to read — bright colors or light text on light backgrounds can make emails hard to read.