The quickest way to change your default font

Open Outlook and go to File > Options > Mail. On the left side, click Stationery and Fonts. Under the "Composing messages" section, click the Fonts button. Choose your font, size, and color from the dropdown menu, then click OK twice to save. Every new email you write will now use that font by default.

This setting only affects emails you compose from scratch. Replies and forwards will still use the font from the original message unless you manually change them. If you use multiple email accounts in Outlook, you can set a different default font for each one by selecting the account name before clicking Fonts.

Key Takeaways

  • Default font settings live in File > Options > Mail > Stationery and Fonts, and the change takes effect when ready on new emails.
  • Replies and forwards keep the original message's font unless you select and reformat the text yourself.
  • If you have multiple email accounts, each account can have its own default font.
  • The font you choose applies to the message body only, not to the subject line or recipient fields.
  • Outlook remembers your font choice across sessions, so you only need to change it once.

Why Outlook uses different fonts for different message types

Outlook separates fonts into three categories: composing new messages, replying to messages, and plain text messages. When you reply to someone, Outlook assumes you want to keep the conversation in the same font so the thread reads consistently. This is why changing your default font does not automatically reformat old emails or replies.

Plain text emails use a monospace font (where every letter takes up the same width) because they cannot store formatting information. If you send plain text emails regularly, you can set a separate default font for that format in the same Stationery and Fonts menu. Most people leave this alone unless they have a specific reason to change it.

Changing fonts for HTML and rich text emails

Outlook lets you choose between HTML (formatted emails with colors and styles) and plain text. If you compose in HTML, your font choice appears in the Composing messages section. If you use rich text format, click the Fonts button next to "Composing messages" to set that font separately.

To check which format you are using, start a new email and look at the Format tab at the top. If you see options like bold, italic, and font size, you are in HTML or rich text. If those buttons are grayed out, you are in plain text. You can switch formats by clicking Format > Plain Text or HTML.

What to do if your font change is not working

If you change your default font and new emails still use the old one, close Outlook completely and reopen it. Outlook sometimes needs to restart to explore font changes. If that does not work, check whether you are replying to an email instead of composing a new one — replies ignore your default font setting.

Another common issue is that your email signature may override your font choice. If you have a signature set up, Outlook applies the signature's font to the entire message. To fix this, edit your signature in File > Options > Mail > Signatures and make sure it uses the same font you want for the rest of your message.

How font choices affect recipients

The font you choose only displays on the recipient's screen if their email client supports it. Most modern email programs (Gmail, Outlook, Apple Mail) display common fonts like Arial, Calibri, and Times New Roman correctly. If you choose an unusual font that the recipient does not have installed, their email program will substitute a similar font automatically.

This substitution usually looks close enough that the recipient will not notice. However, if you need to may provide that everyone sees exactly the same formatting, stick with web-safe fonts like Arial, Verdana, Georgia, or Courier New. These fonts are installed on nearly every computer.

Resetting to Outlook's original default font

If you want to go back to Outlook's built-in default font (usually Calibri in recent versions), return to File > Options > Mail > Stationery and Fonts > Fonts. Click the dropdown next to "Font" and select Calibri, set the size to 11, and click OK twice. This restores the standard Outlook appearance.

You can also reset all your formatting options at once by going to File > Options > Advanced and scrolling down to find a reset button, though this will change other settings beyond just fonts. Most people find it easier to manually select Calibri instead.

Frequently Asked Questions

Can I set different fonts for different recipients?

No, Outlook does not support per-recipient font rules. Your default font applies to all new emails. If you need to send emails in different fonts to different people, you would need to manually change the font each time, or use mail merge templates with preset formatting.

Does changing my default font affect emails I already sent?

No. Your default font setting only applies to new emails you compose after making the change. Emails already in your sent folder keep their original formatting.

Why does my signature show in a different font than my message?

Signatures in Outlook can have their own font formatting separate from your message body. Edit your signature in File > Options > Mail > Signatures and change the font there to match your message font.

Can I change the font size without changing the font itself?

Yes. In File > Options > Mail > Stationery and Fonts > Fonts, keep the same font name but change the size number. Common sizes are 10, 11, and 12 points.

What happens if I use a font that the recipient does not have?

Their email program will substitute a similar font automatically. The message will still be readable, though it may not look exactly as you intended. Stick with common fonts like Arial or Times New Roman if appearance matters.