Change your default font before you write your first email

Outlook lets you pick a font that appears every time you start a new email, so you do not have to select it each time. This setting lives in Outlook's preferences, not in individual emails. Once you set it, that font becomes your starting point for every message you send — though you can still change the font for a single email if you need to.

The steps differ slightly depending on whether you use Outlook on Windows, Mac, or the web version. All three let you set a default, but the menu locations are not identical.

Key Takeaways

  • Your default font setting applies to all new emails you compose, but you can override it for any single message.
  • Windows Outlook users find the font setting under File > Options > Mail > Stationery and Fonts.
  • Mac Outlook users go to Outlook > Preferences > Composing Messages > Fonts.
  • Outlook on the web does not store a permanent default font preference the same way desktop versions do.
  • Changing your default font does not affect emails you have already sent or received.

Setting default font in Outlook for Windows

Open Outlook and go to the File menu in the top left. Click File, then select Options from the left sidebar. In the Options window, click Mail on the left side. Scroll down until you see the section called Stationery and Fonts, then click the Fonts button within that section.

A new window opens with three separate font choices: one for composing new messages, one for replying or forwarding, and one for plain text messages. Click the button next to "Composing new messages" to set the font you want for brand new emails. A font picker appears. Select your font name, size, color, and any styling (bold, italic, underline) you want as your baseline. Click OK when you are done, then click OK again to close the Options window. Your new default is now active.

Setting default font in Outlook for Mac

Open Outlook and click Outlook in the menu bar at the very top of your screen. Select Preferences from the dropdown menu. In the Preferences window, find and click Composing Messages on the left side. Then click the Fonts button.

A font dialog appears with options for new messages, replies, and forwarding. Select your preferred font, size, and color for new messages. Click OK to save your choice. The next time you create a new email, it will use the font you just set.

Why you might want to change your default font

Some fonts are easier to read on screen or in print. Sans-serif fonts like Calibri or Arial are common defaults because they display cleanly on most devices. Serif fonts like Times New Roman work well for formal documents but can look cramped in email. If you send a lot of emails to people using older devices or email clients, a widely supported font like Arial or Calibri reduces the chance your message will display in an unexpected way on their end.

You might also change your default if your workplace has a style guide that specifies a particular font, or if you have a visual preference that makes reading or writing easier for you. Some people choose larger default sizes to reduce eye strain.

What happens when your recipient opens your email

The font you send does not always appear the same on the other end. If you use an uncommon font and your recipient's email program does not have that font installed, their system substitutes a similar one. This is why sticking with common fonts like Calibri, Arial, or Times New Roman is safer for professional emails — they exist on nearly every computer.

Your default font choice also does not affect how you see other people's emails. When someone sends you a message in their default font, you see it in whatever font they chose, not in your default.

Overriding your default for a single email

You do not have to use your default font for every message. When you are composing an email, the font dropdown appears in the toolbar at the top of the compose window. Click it and pick a different font for just that message. Your default setting stays unchanged — the next email you write will go back to your default font.

This is useful when you need to match a specific format, send a plain-text email to an older system, or straightforward want variety. The override applies only to that one message.

Outlook on the web does not store a permanent default

If you use Outlook through a web browser (Outlook.com or Outlook on the web through your workplace), you cannot set a permanent default font the way you can in the desktop app. Each time you compose a message, you choose your font from the toolbar. The web version does remember your choice within that single session, but it does not save it for next time you log in.

If you need a consistent default font and you use Outlook on the web, the desktop app for Windows or Mac is your better option. Alternatively, you can straightforward select your preferred font from the toolbar each time you write an email.

Frequently Asked Questions

Will changing my default font affect emails I already sent?

No. Your default font setting only applies to new emails you compose going forward. Emails you have already sent keep the font they were sent in, and emails you received keep their original formatting.

What if my recipient says they cannot read my font?

Switch to a more common font like Arial, Calibri, or Times New Roman. Uncommon or decorative fonts may not display correctly on all devices. Ask your recipient what font they can read clearly, or stick with widely supported options for professional communication.

Can I set different default fonts for work and personal emails?

Not within a single Outlook account — you have one default font per account. If you have multiple email accounts set up in Outlook, each account uses the same default font setting. You would need to manually change the font when switching between accounts if you want different defaults.

Does my default font choice affect how my emails look on mobile?

Your font choice travels with your email, but mobile devices may display it differently than desktop. Smaller screens and different email apps can render fonts at different sizes or substitute similar fonts. Stick with common fonts and reasonable sizes to may support readability across devices.