How To Change The Default Font In Outlook

Tired of the default Calibri font? This guide provides clear, step-by-step instructions to change the default font in Microsoft Outlook for a more professional or personalised look. Whether you want to align your emails with your company's branding, improve readability, or simply prefer a different typeface, we'll walk you through setting new fonts for new emails, replies, and forwards. This process gives you full control over how your messages appear to others, ensuring consistency and style in all your communications.

Fast Answer

For Desktop App: File > Options > Mail > Stationery and Fonts...
For Outlook on the Web: Settings (gear icon) > Mail > Compose and reply.

Under 5 minutes Time needed

Beginner Difficulty

Corporate Policies Watch out for

Before You Start

Access to your Microsoft Outlook account, either on the desktop application (for Windows or macOS) or through a web browser (Outlook.com).
A clear idea of the font family, size, and colour you wish to use. For professional use, consider standard, easy-to-read fonts like Arial, Verdana, or Georgia.
Knowledge of your company's branding guidelines, if applicable.

Check first: Many organisations have a strict corporate branding policy that dictates the font used in all external communications. Before changing your Outlook font, confirm with your manager or check your company's style guide to ensure you remain compliant.

Step-by-Step Instructions for the Outlook Desktop App

Open the Outlook Options Menu

First, launch the Outlook desktop application. In the top-left corner of the window, click on the File tab. This will open the main account information screen. On the blue navigation pane on the left, look towards the bottom and click on Options. This action opens the main "Outlook Options" dialogue box, which contains all the application's settings.

Navigate to the Mail Settings

In the "Outlook Options" window, you'll see a list of categories on the left-hand side. Click on the Mail category. This section controls everything related to how you compose, send, and receive messages. The main panel on the right will now display a wide range of mail-related settings.

Access the Stationery and Fonts Panel

Within the "Mail" settings, look for a section labelled "Compose messages". Inside this section, you will find a button labelled Stationery and Fonts.... Click this button. This opens a new window titled "Signatures and Stationery," which is the central hub for customising the appearance of your emails.

Set the Font for New Mail Messages

In the "Signatures and Stationery" window, ensure you are on the Personal Stationery tab. You will see options for three different message types. Under the "New mail messages" heading, click the Font... button. This opens the main Font selection dialogue. Here, you can choose your desired Font (e.g., Arial), Font style (e.g., Regular), Size (e.g., 11), and Font colour. Once you are happy with your selection, click OK.

Tip: For best compatibility, stick to common "web-safe" fonts like Arial, Verdana, Georgia, or Times New Roman. Using a rare or custom font may result in the recipient's email client substituting it with a default font.

Set the Font for Replies and Forwards

Next, you'll want to ensure consistency when you're participating in an existing email thread. Back in the "Signatures and Stationery" window, look for the "Replying or forwarding messages" section. Click the Font... button here. It is generally best practice to set this to the same font settings as your new messages to maintain a professional and consistent appearance. However, some people prefer to use a different colour (like blue) to distinguish their replies from the original message. Make your selections and click OK.

Configure the Font for Plain Text Messages

Finally, address the font for plain text. This format is sometimes used by automated systems or by people who prefer to strip out all formatting. Under the "Composing and reading plain text messages" section, click its Font... button. You'll notice that you can only select monospaced fonts (where every character takes up the same amount of horizontal space), such as Courier New or Consolas. This is standard for plain text. Select a clean, readable option like Consolas at 10pt and click OK.

Save and Confirm All Your Changes

You have now set your font preferences. To make them active, you must close all the settings windows correctly. First, click OK on the "Signatures and Stationery" window. This will return you to the main "Outlook Options" window. You must also click OK on this window to finalise and save everything. If you simply close the windows using the 'X' button, your changes may not be applied.

Test Your New Default Font

The best way to confirm your new settings is to test them. In the main Outlook window, click the New Email button. The new message window should appear, and your cursor should be flashing in the body of the email. Start typing, and your text should appear in the new default font you selected. We also recommend sending a test email to yourself to see how it looks when received.

Instructions for Outlook on the Web (Outlook.com)

Open the Settings Menu

If you use Outlook in your web browser (at Outlook.com or Outlook.office.com), the process is simpler. First, log in to your account. In the top-right corner of the page, look for a gear icon, which represents the Settings menu. Click on it.

Navigate to Compose and Reply

A settings pane will open on the right side of your screen. At the top of this pane, select the Mail category. This will then show a sub-menu of options. Click on Compose and reply. This is the section that controls the default appearance of your outgoing messages.

Change Your Message Format and Save

Scroll down within the "Compose and reply" settings until you see the "Message format" section. You will find a dropdown menu that allows you to select your default font. Unlike the desktop app, you cannot pick any font installed on your computer; you are limited to a curated list of web-friendly fonts. Select your desired font and size from the dropdowns. There is no "OK" button here; your changes are saved automatically. You can now close the settings pane.

Tip: The settings in Outlook on the Web are independent of your desktop app settings. If you use both, you will need to configure your desired font in both places.

Quick Reference

Situation	Use this Setting (Desktop App)	Why
Writing a brand-new email	'New mail messages' font	This sets the default for all your initial communications, establishing your professional or personal style from the start.
Replying to or forwarding an email	'Replying or forwarding messages' font	Keeping this consistent with new emails creates a seamless experience. Using a different colour can help differentiate your text in a long chain.
Emailing a system that strips formatting	'Composing and reading plain text' font	This ensures your message remains readable when HTML formatting is not supported, using a clear monospaced font.
Using Outlook in a web browser	Settings > Mail > Compose and reply	The web version has a separate, simpler setting for its default font, which does not sync with the desktop application.

Common Problems When You Change the Default Font in Outlook

Problem: My font changes are not being saved.

This is the most common issue and is almost always caused by not closing the settings windows in the correct order. You must click OK on the "Font" window, then OK on the "Signatures and Stationery" window, and finally OK on the main "Outlook Options" window. If you close any of these with the 'X' icon, the settings may not be committed.

Problem: The recipient of my email sees a different font.

This happens when you choose a font that is installed on your computer but not on your recipient's. Email clients can only display fonts that are available locally. If the recipient doesn't have your chosen font (e.g., a custom-downloaded one), their email program will substitute it with a default, like Arial or Times New Roman. To avoid this, stick to system-agnostic, web-safe fonts.

Problem: My signature is still in the old font.

Outlook's default font settings do not override the formatting within a signature. Signatures are treated as separate entities with their own styling. To fix this, go to the "Signatures and Stationery" window, select the signature you want to edit, and then use the mini formatting toolbar in the "Edit signature" box to change its font to match your new default.

Problem: The font settings are greyed out and I can't click them.

If the font options are disabled, it is almost certainly because your organisation's IT administrator has set a mandatory email format policy using Group Policy. This is common in large companies to ensure brand consistency. You will not be able to override this setting and will need to contact your IT department if you have a strong reason to request a change.

Advanced Tips for how to change the default font in outlook

Tip: Use Themes for a Complete Look

In the "Personal Stationery" tab, you'll see a Theme... button. A theme is a more powerful tool than just a font setting; it's a pre-packaged set of fonts, colours, and graphic elements that apply to headings, body text, and backgrounds. If you want a more stylised look without manual effort, explore the available themes. You can even design your own for a truly custom feel.

Tip: Consider Readability and Accessibility

When choosing a font, think about your audience. Sans-serif fonts (like Arial, Helvetica, Verdana) are generally considered easier to read on digital screens than serif fonts (like Times New Roman, Georgia). For accessibility, ensure your font size is no smaller than 11pt. Also, ensure your font colour has sufficient contrast against the white background; avoid light grey or pale colours for body text.

Tip: Override the Default for a Single Message

Your default font is just that—a default. You are never locked into it. When composing any email, you can use the formatting tools in the ribbon menu under the Format Text tab to change the font, size, colour, or style for a specific word, paragraph, or the entire message. This is useful for adding emphasis or when a particular situation calls for a different tone.

How To Change The Default Font In Outlook FAQ

Can I change the default font on the Outlook mobile app for iOS or Android?

No, the Outlook mobile apps currently do not support changing the default font. They use a standard system font to ensure a consistent and fast experience on mobile devices. While you can apply basic formatting like bold or italics, you cannot set a default typeface as you can on the desktop or web versions.

How do I reset my font back to the original Outlook default?

To revert to the original settings, simply follow the steps in this guide again. The standard default font for new versions of Outlook is Calibri, Regular, Size 11, Colour Automatic (Black). Select these options in the font dialogues for both new messages and replies, then save your changes.

Will changing my default font affect how emails look in my 'Sent Items' folder?

Yes. The emails in your Sent Items folder are a copy of what was sent to the recipient. They will be displayed in the font you chose as your default at the time of sending, helping you keep a record of how your messages appeared.

Final Checklist for how to change the default font in outlook

You have confirmed that your chosen font complies with any company branding policies.
You have selected a clear, web-safe font for maximum compatibility.
The default font for 'New mail messages' has been set to your preference.
The default font for 'Replying or forwarding messages' has also been set.
The fallback font for 'Plain text messages' has been configured.
You have clicked 'OK' on all settings windows to ensure the changes are saved.
You have composed a new test email to verify that the new font is active and appears correctly.