Set your default font before you write any email

Outlook lets you pick a font that appears every time you start a new message. You do this in settings, not in the message itself — that way you never have to choose the same font twice. The steps differ slightly between Outlook on Windows, Outlook on Mac, and Outlook on the web, but the idea is the same: find the mail settings, look for compose or formatting options, and pick your font there.

This matters because Outlook's built-in default is Calibri, which not everyone likes to read or write in. If you prefer Arial, Times New Roman, or any other font your computer has, you can make that your starting point for every draft.

Key Takeaways

  • In Outlook on Windows, go to File > Options > Mail > Stationery and Fonts to set your default font for new messages.
  • In Outlook on Mac, open Preferences > Composing and select your font from the dropdown menu.
  • In Outlook on the web, click Settings > Mail > Compose and reply to change the default font.
  • Your default font applies only to new messages you write, not to replies or forwarded messages unless you change those settings separately.
  • The font you choose must be installed on your computer; Outlook cannot use fonts that do not exist on your system.

Windows: Outlook desktop app

Open Outlook and click File in the top left corner. Then click Options at the bottom of the menu. In the Options window, click Mail on the left side.

Look for the section called Compose Messages. Click the button labeled Stationery and Fonts. A new window opens with three tabs: Personal Stationery, Signatures, and Fonts. Click the Fonts tab.

Under the section New Mail Messages, you will see a button labeled Font. Click it. A font picker appears. Choose the font you want, set the size if you like (11 or 12 point is standard), and click OK. Then click OK again to close the Stationery and Fonts window, and OK once more to close Options. Your default is now set.

Mac: Outlook desktop app

Open Outlook and click Outlook in the menu bar at the very top of the screen. Then click Preferences. A window opens with several icons. Look for and click the icon labeled Composing.

In the Composing preferences window, you will see a dropdown menu labeled Font. Click it and select the font you want to use. You can also set the font size in the field next to it. Close the preferences window when you are done — your changes save automatically.

Outlook on the web

Sign into your Outlook account in a web browser. Click the gear icon in the top right corner and select View all Outlook settings. Click Mail on the left side, then click Compose and reply.

Look for the section labeled Default font. Click the dropdown menu and choose your font. You can also set the size and color here if you want. Scroll down and click Save at the bottom of the page.

Why replies and forwards may not use your default font

When you reply to or forward an email, Outlook often keeps the font from the original message instead of switching to your default. This happens because Outlook assumes you want to match the conversation thread. If you want replies and forwards to use your default font, you have to change that setting separately.

In Windows Outlook, go back to File > Options > Mail > Stationery and Fonts > Fonts tab. Look for the section Replying or Forwarding Messages and click its Font button. Choose the same font you picked for new messages. On Mac, this option is in Composing Preferences under Reply and Forward. On the web, the Compose and Reply settings control both new messages and replies together.

Fonts that work and fonts that do not

Outlook can only use fonts that are installed on your computer. If you pick a font that does not exist on your system, Outlook will fall back to a different font when you send the message — usually Calibri or Arial. The person who receives your email will see whatever font their computer has for the one you chose, so picking a common font like Arial, Times New Roman, or Verdana means your message looks the same way on most screens.

If you want to check whether a font is installed, open your system's font folder. On Windows, search for "Fonts" in the Start menu. On Mac, open Applications > Font Book. If the font you want is not there, you can read it from a font website, but that is beyond what Outlook itself can do.

What happens if you change your default later

Changing your default font does not affect emails you have already written or sent. It only applies to new messages you create after the change. If you want to change the font in an old draft, you have to do that by hand — select the text, pick a new font from the toolbar, and save.

You can change your default font as many times as you want. Some people keep one default for work email and switch it when they are writing personal messages, though most people set it once and leave it.

Frequently Asked Questions

Can I set different default fonts for different email accounts?

In Windows Outlook, yes — the font settings are per account, so you can set one default for your work email and another for your personal account. In Outlook on Mac and on the web, the settings explore to all accounts in that Outlook installation, so you cannot have different defaults for different addresses.

What if I want to use a fancy font for one email but keep my regular default for others?

Write the email normally in your default font. When you are done, select all the text (Ctrl+A on Windows, Command+A on Mac), then click the font dropdown in the toolbar and pick a different font. Only that one message changes.

Does my default font show up the same way on the person's screen who receives my email?

Not always. If they do not have the same font installed, their email client picks a replacement. Stick to common fonts like Arial, Times New Roman, Helvetica, or Verdana to make sure your message looks similar on most screens.

Can I set a default font size too?

Yes. In Windows, the font picker window lets you set both font and size before you click OK. On Mac and on the web, you can set the size in the same place where you pick the font.

What if Outlook keeps switching back to Calibri?

Make sure you saved your changes. In Windows, click OK all the way through the windows. On Mac, close the Preferences window. On the web, scroll down and click Save. If it still switches, try the steps again and double-check that you clicked the right buttons.