How To Change Default Font On Outlook

Changing the default font in Outlook allows you to personalise your emails, improve readability, and maintain a consistent professional appearance. Whether you find the standard Calibri font too plain or need a larger size for better visibility, this guide will walk you through the process. We cover how to set your preferred font for new messages, replies, and forwards across the classic desktop app, the new Outlook, and the web version. This ensures every email you send reflects your chosen style without needing to change it manually each time.

Fast Answer

Classic Outlook App: File > Options > Mail > Stationery and Fonts...
New Outlook & Web: Settings (gear icon) > Mail > Compose and reply

2-5 minutes Time needed

Easy Difficulty

Font availability Watch out for

Before You Start

Access to your Microsoft Outlook account, either on a desktop computer or through a web browser.
A clear idea of the font family, size, and colour you wish to use. For professional use, it's best to choose a clear, widely available font like Arial, Verdana, or Georgia.
This guide covers the classic Outlook for Windows (part of Microsoft 365), the "New Outlook" for Windows, and Outlook on the web. Steps for Outlook for Mac are slightly different and are covered in our FAQ section.

Check first: The font you choose must be installed on your recipient's computer for them to see it exactly as you do. If they don't have the font, their email client will substitute it with a default, which might alter your message's appearance. Sticking to common system fonts is the safest option for professional communication.

Step-by-Step Instructions

Method 1: Changing the Font in Classic Outlook for Windows

This method applies to the traditional desktop version of Outlook that is part of the Microsoft 365 suite. If your Outlook has a "File" menu in the top-left corner, you are using this version.

Step 1: Open Outlook Options

First, launch the Outlook application on your computer. Look at the top-left corner of the window and click on the File tab. This will open a new menu screen. From the list on the left-hand side, select Options, which is usually located near the bottom.

Step 2: Navigate to Mail and Font Settings

The "Outlook Options" window will pop up. In this new window, click on the Mail category from the menu on the left. Once you're in the Mail section, look for a button labelled Stationery and Fonts.... This is typically located under the "Compose messages" heading. Click this button to proceed.

Step 3: Customise Your Email Fonts

A "Signatures and Stationery" window will now appear, open to the Personal Stationery tab. Here, you'll see three distinct sections to control your default fonts:

New mail messages: This sets the default font for all brand-new emails you compose.
Replying or forwarding messages: This sets the font for your text when you reply to or forward an email. Many people choose a different colour here (like blue) to distinguish their text from the original message.
Composing and reading plain text messages: This applies a specific font for viewing and writing in plain text mode, which strips out all formatting.

Click the Font... button next to "New mail messages" to start.

Step 4: Select and Apply Your New Font

In the "Font" dialogue box, you can choose your desired Font (e.g., Arial), Font style (e.g., Regular, Italic, Bold), and Size (e.g., 11 or 12). You can also set a default Font color and add effects like underline or strikethrough.

Once you are happy with your selection, click OK. Repeat this process for the "Replying or forwarding messages" and "Plain text" settings if you wish to customise them as well. After configuring all desired fonts, click OK on the "Signatures and Stationery" window, and then click OK again on the "Outlook Options" window to save and close everything.

Tip: For maximum readability and professionalism, a sans-serif font like Arial, Verdana, or Helvetica in size 11pt or 12pt with an automatic (black) colour is a safe and effective choice.

Method 2: Changing the Font in New Outlook & Outlook on the Web

The "New Outlook" for Windows and the browser-based version (Outlook.com) share a modern, streamlined interface. The steps to change the default font are identical for both.

Step 1: Access the Settings Menu

Whether you're in the New Outlook app or on the Outlook website, look for the gear icon (⚙️) located in the top-right corner of the screen. Click this icon to open the main Settings panel.

Step 2: Navigate to 'Compose and reply'

In the Settings panel that appears, select the Mail category. This will reveal a sub-menu of further options. From this sub-menu, click on Compose and reply.

Step 3: Choose Your Default Font and Size

You will now see a section labelled "Message format". Here, you'll find a dropdown menu to select your default font and another for the font size. Unlike the classic app, you cannot set a different font for replies; this single setting applies to all new messages, replies, and forwards. You can, however, use the formatting options below (Bold, Italic, Underline, Font colour) to set your default style.

Make your selections from the available options. The changes are saved automatically, so once you've set your font, you can simply click the Save button at the bottom of the panel if it appears, or just close the Settings window.

Tip: Immediately after changing the font, create a new email to ensure the settings have been applied correctly. If it hasn't updated, try refreshing the browser page or restarting the New Outlook app.

Quick Reference

Situation	Use this	Why
Sending a formal business email	A standard sans-serif font like Arial, Calibri, or Verdana at 11pt.	These fonts are professional, highly readable on screens, and available on almost all devices.
Your font isn't showing up for others	A "web-safe" font like Georgia, Times New Roman, or Trebuchet MS.	Ensures recipients see your email as intended, as these fonts are installed on Windows, macOS, and Linux systems.
Improving accessibility for readers	A larger font size (12-14pt) and high contrast (e.g., black text on a white background).	Makes your email easier to read for people with visual impairments or dyslexia.
You want replies to stand out (Classic Outlook)	Set the "Replying or forwarding" font to a different colour, like dark blue.	Visually separates your new text from the previous messages in a long email chain.

Common Problems When You Change Default Font On Outlook

Problem: My new font settings are not being applied.

Sometimes you change the font, but when you compose a new email, the old font still appears. This can happen for a few reasons.

Plain Text Mode: You might be composing your email in "Plain Text" format, which ignores most formatting. In classic Outlook, there is a separate font setting for plain text messages. Check the "Format Text" tab in your new email window to see if you need to switch to HTML.
Settings Not Saved: In classic Outlook, you must click "OK" on every open dialogue box (Font, Signatures and Stationery, and Outlook Options) for the changes to stick. If you close a window using the 'X', the settings may not save.
Syncing Issues: In New Outlook or the web version, a slow internet connection might prevent the setting from saving instantly. Try refreshing the page or restarting the application.

Problem: The recipient says my email looks different on their screen.

This is the most common issue and is almost always caused by font availability. If you use a special or custom font that you've downloaded (e.g., a unique brand font), the recipient will only see it if they also have that exact font installed on their computer.

The Fix: Stick to universal, system-safe fonts. Fonts like Arial, Helvetica, Times New Roman, Georgia, Verdana, and Calibri are pre-installed on the vast majority of computers and devices, making them reliable choices for consistent email formatting.

Problem: I changed the default font, but emails in my inbox still use the old font.

The default font setting only applies to outgoing messages that you compose. It does not change how you view emails that you have already received. Each email you receive is displayed using the formatting and fonts chosen by its sender.

If you need to make incoming emails easier to read, you can use the Zoom feature (usually found in the bottom-right status bar of the reading pane) or explore Outlook's Accessibility settings to increase text size across the application.

Advanced Tips for Managing Fonts in Outlook

Use Stationery and Themes for Branding

For a more advanced and consistent look, classic Outlook allows you to create "Themes" or "Stationery". This goes beyond just the font, letting you set a default background colour, image, and a complete set of styles for headings and body text. You can find this in the same Personal Stationery tab where you set the default fonts. This is particularly useful for business users who need to adhere to strict corporate branding guidelines.

Match Your Email Signature Font

Your email signature is a separate element with its own font formatting. A mismatched signature font can look unprofessional. When you set your new default email font, remember to edit your signature as well. Go to File > Options > Mail > Signatures... (in classic Outlook) or Settings > Mail > Compose and reply (in New/Web Outlook) to update your signature's font so it matches your new default body text for a cohesive look.

Change the Font for Reading Emails (Conditional Formatting)

While you can't change the font of received emails, you can change how they appear to you. In classic Outlook, you can use "Conditional Formatting" to make certain messages stand out. For example, you can make all emails from your boss appear in a larger, bold font. Go to the View tab, click View Settings, and then Conditional Formatting. Here you can add rules to change the font and colour of incoming mail in your message list based on the sender, subject, and more.

How To Change Default Font On Outlook FAQ

How do I change the default font on Outlook for Mac?

The process on a Mac is slightly different. Open Outlook, then from the menu bar at the top of the screen, click Outlook > Preferences. In the preferences window, select Fonts. Here you will find options to set the default font for new messages and for replies/forwards, similar to the classic Windows version.

Can I use a custom font that I have downloaded and installed?

Yes, you can select any font that is installed on your operating system as your default in Outlook. However, be aware of the major drawback: if your recipient does not have that same font installed on their device, their email client will substitute it with a fallback font, and your email will not look the way you designed it.

What is the best default font for professional emails?

The best fonts are those that are clean, legible, and widely available. For sans-serif options (without the small decorative strokes), Arial, Calibri, Verdana, and Helvetica are excellent choices. For serif options (with the strokes, often seen as more traditional), Georgia and Times New Roman are safe bets. A size of 11pt or 12pt is standard for body text.

Why does my font look different when I reply to an email?

In classic Outlook, there are separate default font settings for new messages and for replies/forwards. If your replies look different, you likely need to adjust the font in the "Replying or forwarding messages" section within the Stationery and Fonts settings. In the New Outlook and web versions, this setting is unified, so your replies should use the same font as new messages.

Final Checklist for Changing Your Default Outlook Font

You have successfully located the font settings in your version of Outlook (classic, new, or web).
You have set a new default font for new messages.
You have also set a font for replies and forwards (if using classic Outlook).
You have considered and set the font for plain text messages (if applicable).
You have saved all your changes by clicking "OK" or "Save" on all relevant windows.
You have sent a test email to yourself or a colleague to confirm the new font is working correctly.
You have updated your email signature to match your new default font for a consistent, professional appearance.