Where to find the theme settings in Outlook

Outlook stores its theme controls in the same menu as other appearance settings, but the exact location depends on which version you use. On Windows, open Outlook and look for File in the top-left corner. Click it, then select Options from the left sidebar. On Mac, click Outlook in the top menu bar, then choose Preferences. In the web version (Outlook.com), click the gear icon in the top-right corner and select View all Outlook settings.

Once you are in the settings area, you are looking for a section labeled General or Personalization. This is where Outlook groups all the visual choices together — theme, font sizes, reading pane position, and similar options. The menu structure is the same whether you use Outlook as a standalone program or through Microsoft 365, though the web version has slightly fewer theme options.

Key Takeaways

  • Windows Outlook themes are in File > Options > General, while Mac uses Outlook > Preferences > General.
  • Outlook offers Light, Dark, and Colorful themes, plus a system default option that matches your computer's settings.
  • The theme change applies to your entire Outlook window — the ribbon, sidebar, message list, and reading pane all change at once.
  • If you use Outlook on multiple devices, each device stores its own theme choice separately; changing it on one computer does not affect the others.

Selecting Light, Dark, or Colorful theme on Windows

After you open File > Options > General, look for the section called Personalization. You will see a row of radio buttons or a dropdown menu labeled Office Theme or Choose your Office theme. The options are usually Light, Dark, and Colorful, plus sometimes Use system setting if your version is recent enough.

Click the radio button or dropdown choice for the theme you want. Light theme shows a white or light gray background with dark text — this is easiest on the eyes in bright rooms and uses less battery on older screens. Dark theme reverses this, with a dark background and light text, which many people find easier during evening work or in dim lighting. Colorful theme keeps the light background but adds color accents to the ribbon and sidebar.

After you select your choice, click OK at the bottom of the Options window. Outlook will close the settings and explore the theme when ready. You do not need to restart the program.

Changing the theme on Mac

On Mac, the process is nearly identical but the menu names are slightly different. Click Outlook in the top menu bar, then select Preferences. In the Preferences window, click General in the toolbar at the top. Scroll down until you see Personalization or Office Theme.

You will see the same theme options: Light, Dark, and Colorful. Select the one you prefer by clicking it. Unlike Windows, Mac does not always show a radio button — sometimes the theme name itself is clickable. Once you have selected a theme, close the Preferences window by clicking the red close button in the top-left corner. The theme takes effect when ready.

Using the system default theme option

If your version of Outlook includes a Use system setting option, selecting it tells Outlook to match whatever theme your computer is set to. This is useful if you switch between light and dark mode on your computer depending on the time of day — Outlook will follow along automatically without you having to change it manually each time.

On Windows 10 and later, you can set your system theme in Settings > Personalization > Colors. On Mac, go to System Preferences > General and choose Light or Dark. Once your system theme is set, Outlook will respect that choice if you have selected the system default option in Outlook's settings.

Changing the theme in Outlook on the web

The web version of Outlook (Outlook.com) has fewer theme options than the desktop versions. Click the gear icon in the top-right corner of your inbox, then select View all Outlook settings. Click General in the left sidebar, then scroll to find Theme.

The web version typically offers Light and Dark only, with no Colorful option. Select your choice and the page will update when ready. Your theme preference is saved to your Microsoft account, so it will be the same the next time you log in from any computer or device.

What changes when you switch themes

When you change the Outlook theme, the entire interface updates — the ribbon at the top, the folder sidebar on the left, the message list in the middle, and the reading pane on the right all change color together. Your actual emails do not change; only the Outlook window itself does. The content of your messages, your folder structure, and your settings remain exactly the same.

Some people find that switching to dark theme makes reading long emails harder because the email body itself may still have a white background (depending on how the sender formatted it). If you notice this, you can switch back to light theme, or you can adjust your reading pane settings to see if Outlook offers an option to force a dark background on email content.

Troubleshooting theme changes that do not appear

If you change the theme and nothing happens, first check that you clicked OK (Windows) or closed the Preferences window (Mac) after making your selection. Some older versions of Outlook require you to close and reopen the program for the theme to take effect, though this is rare in recent versions.

If the theme still does not change, try restarting Outlook completely. Close all Outlook windows, wait a few seconds, and open Outlook again. If you are using Outlook through Microsoft 365 or a work account, your organization may have locked the theme setting to prevent changes — in that case, contact your IT department to ask if the theme can be unlocked for your account.

Frequently Asked Questions

Does changing the theme in Outlook on one device change it on all my devices?

No. Each device where you use Outlook stores its own theme choice separately. If you use Outlook on your work computer and your laptop, you can set different themes on each one. The only exception is Outlook on the web, which syncs your theme choice across all browsers and devices because it is tied to your Microsoft account.

Can I create a custom theme with my own colors?

Outlook does not offer a built-in custom theme creator. You are limited to the Light, Dark, and Colorful options that come with the program. If you want more control over colors, you can adjust your system theme on Windows or Mac, and if you have selected the system default option in Outlook, it will follow those changes.

Why does my email still look white when I switch to dark theme?

The email content itself is controlled by the sender's formatting, not by Outlook's theme. If someone sends you an email with a white background, it will stay white even in dark theme. Outlook only controls the color of its own interface — the menus, folders, and buttons around the email, not the email itself.

Is there a keyboard shortcut to change the theme quickly?

No. Outlook does not have a keyboard shortcut for theme switching. You have to go through the File > Options menu (Windows) or Outlook > Preferences menu (Mac) each time you want to change it. If you switch themes frequently, consider using your system's dark mode schedule instead, which can change automatically at sunset.