Where to find the font size setting in Outlook
The default font size in Outlook lives in the settings for composing new messages, not in a general preferences menu. Where you find it depends on which version you use — Outlook on the web, Outlook for Windows, or Outlook for Mac each store this setting in a different place.
In Outlook on the web (the version you access through a browser), go to the gear icon in the top right, select View all Outlook settings, then choose Mail from the left sidebar. Look for Compose and reply and expand that section. The font size dropdown is there, usually set to 11 point by default.
In Outlook for Windows (the desktop process), open a new message by pressing Ctrl+N or clicking New Email. In the message window, go to the Format Text tab at the top. The font size selector is in the ribbon — it usually shows a number like 11 or 12. Click the dropdown arrow next to it to pick a new size, and Outlook will remember that choice for future messages.
Key Takeaways
- Outlook on the web stores the font size setting in Mail settings under Compose and reply, accessible through the gear icon.
- Outlook for Windows lets you change the font size in the Format Text tab of any new message, and the choice carries forward to the next message you write.
- Outlook for Mac uses the Format menu in a new message window to access font size options.
- Changing the default font size affects only new messages you compose, not messages you receive or reply to with quoted text.
- If you want different font sizes for different types of messages, you can create message templates with specific formatting and reuse them.
How Outlook for Mac handles font size
On a Mac, open a new message and look at the top menu bar. Click Format, then select Font or Text depending on your Outlook version. A panel will appear showing font options, including size. Pick the size you want — common choices are 11, 12, or 14 point — and close the panel.
The next time you open a new message on that Mac, Outlook will use the same font size. This setting is tied to your user account on that specific computer, so if you use Outlook on multiple Macs, you may need to set the size on each one separately.
Why the font size you choose matters
The default font size affects readability for both you and the people who receive your messages. Sizes smaller than 10 point can strain eyes, especially on screens. Sizes larger than 14 point can make short messages look childish or unintentional, though some workplaces and industries expect larger text as standard.
The size you pick also affects how much text fits on a screen before the reader has to scroll. A 12-point font is the most common professional default because it balances readability with space efficiency. If you work with older colleagues or clients, 12 or 14 point is safer than 10 or 11.
Changing font size for replies and forwarded messages
When you reply to or forward a message, Outlook usually keeps the original message in its original size and adds your new text in your default font size. This can create a mixed appearance — your reply in 14 point, the original message in 11 point. Most readers expect this and do not mind it.
If you want to change the size of the entire message including the quoted text, you can select all the text (Ctrl+A on Windows, Command+A on Mac) after you finish typing, then change the font size manually. This is a one-time change and does not affect your default for the next message.
Using templates if you need multiple font sizes
If you send different types of messages — formal reports in 12 point, casual team updates in 14 point — you can create message templates with different formatting instead of changing your default each time. In Outlook for Windows, compose a message with the font size and formatting you want, then go to File > Save As and choose Outlook Template as the file type. Name it something clear like "Formal Report" or "Team Update".
The next time you need that format, go to New Email and look for an option to choose a template or stationery. On the web version, you can save a draft message and reuse it as a starting point, though true templates are not available in the browser version.
What happens if you change the font size mid-message
If you start typing in your default size and then change the font size partway through, only the text you type after the change will use the new size. The text you already wrote stays in the original size. This is useful if you want to emphasize a section or add a note in a different size, but it can also happen by accident if you bump the font size button while typing.
To fix accidental mixed sizes, select the text that is the wrong size and change it back. If you want the entire message in one size, select all (Ctrl+A or Command+A) and then set the size once.
Frequently Asked Questions
Does changing my default font size affect messages I have already sent?
No. The font size setting only controls new messages you compose from that point forward. Messages you have already sent keep their original formatting, and messages you receive are not affected by your settings.
Why does my font size setting not stick between sessions?
In Outlook on the web, the setting should persist if you are logged into the same account. If it keeps resetting, check that you are not in a private or incognito browser window, which does not save settings. On the desktop version, restarting Outlook sometimes resets formatting — if this happens repeatedly, reinstalling Outlook may help.
Can I set different default font sizes for work and personal email accounts?
In Outlook for Windows, each account uses the same default font size. On the web, if you have multiple accounts, each one has its own settings, so you can set different sizes for each. Check the settings for each account separately.
What font size do most people use in Outlook?
12 point is the most common default in professional settings. Some organizations set a standard in their style guide. If your workplace has a preference, that is usually the safest choice.
Does the font size I choose affect how my message looks on the recipient's phone?
The size you send is what the recipient receives, but their phone or email app may display it differently based on their own settings and screen size. A 12-point font on a desktop may appear larger or smaller on a phone depending on the device and app.