How to change Outlook's color scheme

Outlook lets you change its overall color theme through the settings menu. The steps differ slightly between Outlook on Windows, Outlook on Mac, and Outlook on the web, but all three let you pick from a set of built-in themes that change the background, text, and accent colors throughout the process.

On Windows, open Outlook and go to File > Options > General. Under "Personalization", you'll see a dropdown menu labeled Office Theme. Click it and choose from Colorful, Dark Gray, Black, or White. Click OK to explore the change when ready.

On Mac, the process is similar but the menu location is different. Open Outlook, then click Outlook in the top menu bar and select Preferences. Go to General, then find the Office Theme dropdown under "Personalization". Choose your preferred theme and close the window — the change takes effect right away.

Key Takeaways

  • Windows users access color themes through File > Options > General > Office Theme, while Mac users go through Outlook > Preferences > General.
  • Outlook offers four built-in themes: Colorful (default), Dark Gray, Black, and White, each changing the entire interface appearance.
  • Outlook on the web has its own theme settings accessed through Settings > Display, separate from the desktop process.
  • Changing the theme affects only Outlook's interface, not the appearance of email messages themselves when you send them.

Changing the theme in Outlook on the web

If you use Outlook through a web browser rather than the desktop process, the steps are different. Sign into your Outlook account at outlook.office.com, then click the Settings gear icon in the top right corner of the screen.

From the dropdown menu, select View all Outlook settings. In the left sidebar, click Display, then look for the Theme section. You'll see options for Light, Dark, and Use system setting. Choose whichever you prefer and the change applies when ready — you don't need to click a separate save button.

Understanding what each theme does

Colorful is Outlook's default theme and uses a blue accent color with a white background. This is the standard appearance most people see when they first open Outlook. It works well in bright environments and is the easiest to read for extended periods.

Dark Gray and Black reduce the amount of bright light coming from your screen by using dark backgrounds with light text. Many people prefer these themes in low-light environments or if they find bright white backgrounds tiring. Dark Gray is slightly less intense than Black and can be easier on the eyes for some users.

White is a minimal theme with a pure white background and minimal color accents. It's useful if you want the simplest possible interface or if your workplace has specific visual standards.

On Outlook on the web, Light and Dark work similarly to the desktop versions. The Use system setting option automatically matches whatever theme your computer or phone is set to, so if you switch your device to dark mode, Outlook follows along.

Changing colors for specific folders and categories

Beyond the overall theme, you can also assign colors to individual folders and email categories. This doesn't change Outlook's interface color, but it helps you organize and spot messages at a glance.

To color-code a folder in Windows, right-click the folder name in the left sidebar and select Rename Folder or look for a color option in the context menu (this varies by Outlook version). For categories, open an email, click Categorize in the ribbon, and choose a color from the list. You can create new categories and assign them custom colors.

On Mac, right-click a folder and select the color option from the menu. For categories, open an email and click the flag icon, then select a category color. These color assignments stay with the folder or category across all your devices.

Reverting to the default theme

If you change the theme and want to go back to how Outlook looked originally, the process is straightforward. On Windows, return to File > Options > General and set Office Theme back to Colorful. On Mac, go to Outlook > Preferences > General and select Colorful from the dropdown.

For Outlook on the web, go back to Settings > Display > Theme and choose Light. There's no "reset to default" button — you straightforward select the original theme again.

Why your theme might not be changing

If you've selected a new theme but Outlook still looks the same, the most common cause is that you haven't restarted the process. Close Outlook completely (not just minimizing it) and open it again. The new theme should appear when ready.

Another possibility is that your organization has locked certain settings through group policy or mobile device management. If you work for a company that manages your Outlook account, they may have restricted theme changes. Contact your IT department if you suspect this is the case — they can tell you whether the restriction is intentional and whether it can be changed.

On Outlook on the web, make sure you're looking at the correct settings menu. Some users click the wrong gear icon or navigate to a different settings page. The theme option is always under Display in the main settings, not in other sections like Mail or Calendar.

Frequently Asked Questions

Does changing Outlook's color theme affect how my emails look when I send them?

No. The theme you choose only changes how Outlook looks on your computer or phone. The emails you send appear the same to everyone who receives them, regardless of what theme you're using. Your recipients see the email content and formatting you created, not your interface colors.

Can I use different themes on different devices?

Yes. Each device has its own Outlook settings, so you can set your Windows computer to Dark Gray while keeping your Mac on Colorful, or use Light theme on the web and Black on your phone. The themes don't sync across devices — each one remembers only what you set on that specific device.

What's the difference between the Office Theme and the Windows dark mode?

They're separate settings. Windows dark mode affects your entire operating system, while the Office Theme only affects Outlook. You can have Windows in dark mode and Outlook in Colorful theme, or any other combination. Some people use "Use system setting" on Outlook on the web to keep them matched automatically.

Why does Outlook on the web look different from Outlook on my computer?

The web version and desktop version have different theme options and different visual designs. Outlook on the web uses Light and Dark themes, while the desktop version uses Colorful, Dark Gray, Black, and White. This is normal — Microsoft maintains separate interfaces for each version, so they don't look identical even when you pick similar-sounding themes.

Can I create a custom color theme in Outlook?

The standard Outlook process doesn't let you create completely custom themes with your own colors. You're limited to the built-in options. However, you can color-code individual folders and categories to help organize your inbox visually, which gives you some control over how your email is organized by color even if you can't customize the interface itself.