Where to find the font controls in Outlook

The font controls in Outlook sit in the Home tab of the ribbon, in a section labeled Basic Text. When you open a new email or reply to one, the ribbon appears at the top of the compose window. The font dropdown (showing the current typeface name) and the font size dropdown (showing a number like 11 or 12) sit side by side in that section.

If you are using Outlook on the web, the controls look slightly different but sit in the same logical place: when you start typing a message, a toolbar appears above the text box with font and size options. On a Mac, the ribbon layout is similar but the exact position may shift depending on your screen size.

Key Takeaways

  • Select the text you want to change, then use the font dropdown in the Home tab to pick a new typeface.
  • Font size is the number next to the font name; click it to choose a larger or smaller size.
  • You can change font before you type by selecting it first, then typing; Outlook will use that font until you change it again in the same message.
  • Default fonts (the ones Outlook uses for all new messages) are set in Options or Settings, not in the compose window.
  • Some fonts may not display the same way on the recipient's computer if they do not have that font installed.

Changing font for text you have already typed

Highlight the text you want to change by clicking and dragging across it, or triple-click to select an entire paragraph. Once the text is highlighted in blue, click the font dropdown in the Home tab. A list of available fonts appears; click the one you want. The selected text changes when ready.

You can change multiple sections of the same message to different fonts. Select the first section, change its font, then select the next section and repeat. This works the same way whether you are composing a new message or replying to one.

Changing font before you start typing

Click in the message body where you want to start typing, then click the font dropdown and choose a typeface. Do not select any existing text. When you start typing, Outlook uses that font. The font stays active until you change it again or until you press Enter to start a new paragraph (depending on your Outlook version and settings).

If you want to use the same font for the entire message, set it before you type anything. This is faster than selecting and changing text after the fact.

Setting a default font for all new messages

To change the font Outlook uses for every new message you compose, go to File > Options (on Windows) or Outlook > Preferences (on Mac). In the Options window, click Mail on the left side, then scroll down to find Compose Messages. Click the Stationery and Fonts button.

A dialog box opens with tabs for Personal Stationery, Signatures, and Fonts. Click the Fonts tab. Under New Mail Messages, click Choose Font and select the typeface and size you want. Click OK to save. From that point forward, all new messages you compose will use that font by default.

This setting does not affect replies or forwarded messages unless you also change the font for those separately. Outlook lets you set different default fonts for new messages, replies, and forwarded messages if you want.

Why your font choice might look different to the person reading it

When you send an email in a specific font, the recipient sees that font only if they have it installed on their computer. If they do not, their email client substitutes a similar font automatically. Fonts like Arial, Times New Roman, and Calibri are installed on nearly all computers, so they display consistently. Decorative or specialty fonts are more likely to change appearance or fall back to a default.

If you want to be certain your message looks the same on every device, stick to common fonts. If you use an unusual font for emphasis, consider that the recipient may see something different. Some people send important messages in a standard font and use bold or color for emphasis instead, which displays reliably across all email clients.

Changing font color and style at the same time

The Home tab also contains buttons for Bold, Italic, and Underline, as well as a font color button (usually marked with an "A" and a colored bar). Select your text first, then click any of these buttons to explore the style. You can combine them: select text, make it bold, then change the color, then change the font size. Each change applies to the selected text only.

The font color button usually has a small arrow next to it. Click the arrow to see a color palette. Click the color itself to explore it. If you want to remove a style (like bold), select the text again and click the bold button to toggle it off.

Frequently Asked Questions

Can I change the font in the subject line?

No. The subject line in Outlook does not have font controls. It always displays in the default system font for your email client. You can type in the subject line normally, but you cannot make it bold, italic, or a different typeface.

What if the font dropdown is grayed out or not clickable?

This usually means you are not in the compose window. Make sure you have opened a new message or a reply, not just viewing an email. If you are in the compose window and the font controls are still grayed out, try clicking in the message body first to place your cursor there, then try again.

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

No. Changing your default font in Options only affects new messages you compose from that point forward. Emails you have already sent keep the font they were sent in. Emails in your inbox do not change either.

Can I use web fonts or fonts from the internet in Outlook?

Outlook only uses fonts installed on your computer. You cannot upload or link to web fonts the way you can in a web browser. If you want to use a font that is not installed, you will need to install it on your system first, then it will appear in the font dropdown.

Why does my font look different when I open a draft I saved?

If you saved a draft and come back to it later, Outlook displays the font you chose. If the font appears different, it may be because your display settings changed, your zoom level changed, or the font rendering differs slightly on screen versus in print. The actual font choice is still there; the appearance may just look slightly different depending on context.