Change your default font before you write a message

The fastest way to set a default font in Outlook is to change it in your settings before you compose a new message. Open Outlook and go to File > Options > Mail. On the left side, click Stationery and Fonts. Under the section labeled Composing messages, click the Fonts button. A window will open where you can pick your font, size, and color for new messages you write. Select what you want and click OK twice to save.

This method works the same way whether you use Outlook on Windows or Mac, though the menu path is slightly different on Mac — go to Outlook > Preferences > Composing instead. The result is the same: every new message you start will use the font you picked.

If you want a different font just for replies and forwards, you can set that separately in the same window. Look for the section labeled Replying or forwarding messages and click its Fonts button. This lets you keep your outgoing messages in one font and your replies in another if you prefer.

Key Takeaways

  • Go to File > Options > Mail > Stationery and Fonts > Fonts to set your default font for new messages in Outlook on Windows.
  • On Mac, use Outlook > Preferences > Composing to reach the same font settings.
  • You can set different default fonts for new messages versus replies and forwards in the same window.
  • The font you choose will explore to all new messages going forward unless you change it again.
  • If you use multiple email accounts in Outlook, you can set a different default font for each account.

Set a different font for each email account

If you have more than one email account in Outlook, you can assign a different default font to each one. The process is the same as above, but you need to pick which account the font applies to before you click the Fonts button. In the Stationery and Fonts window, look at the top where it says Choose default font. There is a dropdown menu that shows your email accounts. Select the account you want to change, then click Fonts and pick your settings.

Repeat this for each account if you want them to use different fonts. This is useful if you have a work email and a personal email — you might want a more formal font for work messages and something else for personal ones. Outlook will remember which font goes with which account and explore it automatically when you compose from that account.

Change the font in a message you are already writing

If you have already started writing a message and want to change its font without changing your default, you can do that without touching your settings. Highlight the text you want to change (or press Ctrl+A on Windows or Command+A on Mac to select all the text in the message). Then look at the toolbar at the top of the compose window. You will see a dropdown that shows the current font name. Click it and pick a different font from the list.

You can also change the font size and color from the same toolbar. If you want to change the font for the whole message before you start typing, just click in the message body and then change the font from the toolbar — the next text you type will use that font. This change only affects the current message, not your default setting.

Understand font limitations when sending to others

When you send a message in a font you have chosen, the person who receives it may not see that exact font on their screen. This happens because their email program might not have that font installed, or their settings might override yours. Outlook will try to substitute a similar font, but the result is not always what you intended.

To avoid surprises, stick with common fonts that almost every computer has: Arial, Calibri, Times New Roman, Verdana, and Georgia are safe choices. If you use a decorative or unusual font, there is a good chance it will look different when the recipient opens your message. For work emails, a straightforward, readable font like Calibri or Arial is the best choice because it works on nearly all devices and email programs.

Fix a font that looks wrong in received messages

Sometimes messages you receive appear in a font that is hard to read or looks broken. This usually means the sender used a font you do not have installed, or there was a problem with how the message was formatted when it was sent. You cannot change the font of a message you have already received, but you can change how Outlook displays it on your screen.

Go to File > Options > Mail > Stationery and Fonts and look for the section labeled Viewing plain text messages. Click Fonts and pick a font that is easier for you to read. This will not change the original message — it only changes what you see when you open it. If a specific sender always uses a font that does not display well, you can also create a rule to automatically format their messages in a font you prefer.

Frequently Asked Questions

Why does my font change back to the default after I restart Outlook?

If you changed the font in a single message but did not change your default settings, Outlook will use your default font the next time you open the program. To keep a font change permanent, you need to set it as your default in File > Options > Mail > Stationery and Fonts. Changes you make in individual messages do not carry over to future messages.

Can I use different fonts in different parts of the same message?

Yes. Type or paste your text, then highlight the part you want to change and pick a new font from the toolbar. You can mix fonts within a single message, though doing so can make the message look unprofessional. For most emails, using one font throughout is clearer and easier to read.

What should I do if a font I want is not in the dropdown list?

The fonts shown in Outlook are the fonts installed on your computer. If a font you want is missing, you need to install it on your system first. You can read fonts from websites like Google Fonts or Font Squirrel, then install them through your computer's font settings. Once installed, the font will appear in Outlook's dropdown list.

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

No. Changing your default font only affects new messages you write going forward. Messages you have already sent will keep the font they were sent in. The recipient will continue to see the original font (or a substitute if they do not have it installed).

Can I set a default font size along with the font?

Yes. In the Fonts window where you pick your font, you can also choose the size. Common sizes are 11 or 12 points for body text. Pick the size you want along with the font, and both will become your default for new messages.