How Do I Change The Default Font In Outlook

This guide provides clear, step-by-step instructions on how to change the default font for new emails, replies, and forwards in Microsoft Outlook. If you're tired of the standard Calibri and want to personalise your email style, this tutorial will walk you through the necessary settings. It helps ensure all your outgoing messages reflect your preferred font, size, and colour, saving you time from manually adjusting each email.

Fast Answer

Main Setting Path: File > Options > Mail > Stationery and Fonts
Key Action: Adjust fonts for New Mail, Replying/Forwarding, and Plain Text

5-10 minutes Time needed

Easy Difficulty

Saving your changes correctly Watch out for

Before You Start

Microsoft Outlook Application: You need to have the desktop version of Microsoft Outlook installed on your computer. This guide is tailored for Outlook for Microsoft 365, Outlook 2019, or Outlook 2021.
Basic Computer Skills: Familiarity with navigating menus and clicking buttons within software applications.
Administrator Rights (Optional): Most users will not need special permissions to change personal Outlook settings, but if you're in a managed work environment, ensure you have rights to change local application settings.

Check first: Make sure Outlook is closed and then reopened after making changes to ensure they take effect properly. Sometimes, changes don't apply immediately to already open message windows.

Step-by-Step Instructions

1. Open Outlook Options

To begin, open your Microsoft Outlook application on your computer. Once Outlook is running, navigate to the File tab in the top-left corner of the Outlook window. Clicking File will open the backstage view, which shows account information and settings.

From the options on the left-hand side, click on Options. This will open the main "Outlook Options" dialogue box, which is where you can customise many aspects of the application.

Tip: If you can't find the "File" tab, you might be in a simplified ribbon view. Try double-clicking one of the existing tabs (like Home or View) to expand the full ribbon.

2. Navigate to Mail Settings

Within the "Outlook Options" window, you'll see a list of categories on the left-hand side. Look for and click on the Mail category. This section contains all the settings related to how your emails are composed, sent, and received.

Once you've selected Mail, the right-hand pane will display numerous settings related to message composition, sending, and more. Scroll down slightly until you find the section labelled "Compose messages".

Tip: The "Mail" section is quite large. Don't worry if you don't immediately see the "Stationery and Fonts" button; it's usually near the top of the "Compose messages" subsection.

3. Open Stationery and Fonts

Under the "Compose messages" heading, you will see a button that says Stationery and Fonts.... This is the key button you need to click to access the font customisation options. Click this button to open a new dialogue box titled "Signatures and Stationery".

This "Signatures and Stationery" window is where you control the default fonts for various types of emails, as well as manage email signatures and themes (stationery).

Tip: If you also use email signatures, this is the same place you'd manage them. You can adjust the font for your signature separately, but the default message font affects the body of the email itself.

4. Set Font for New Mail Messages

Inside the "Signatures and Stationery" window, you'll see three main sections under "Personal Stationery":

New mail messages: This controls the font used when you create a brand-new email.
Replying or forwarding messages: This controls the font for your replies and forwarded emails.
Composing and reading plain text messages: This controls the font for plain text emails, which don't support rich formatting.

To change the font for new emails, locate the New mail messages section and click the Font... button next to it. A standard font selection dialogue box will appear.

In this "Font" window, you can choose:

Font: Select your desired typeface (e.g., Arial, Times New Roman, Verdana).
Font style: Choose between Regular, Italic, Bold, or Bold Italic.
Size: Set the font size (e.g., 10, 11, 12, 14).
Font colour: Select a colour from the dropdown menu.
Underline style and colour: If you want your text underlined by default.
Effects: Strikethrough or Superscript/Subscript (less common for default email fonts).

As you make changes, the "Sample" area at the bottom of the window will show you a preview of your chosen font. Once you are happy with your selections, click OK to save these settings for new mail messages.

Tip: Choose a font that is easy to read across different devices and email clients. Sans-serif fonts like Arial, Calibri, or Verdana are generally considered highly legible for digital screens.

5. Set Font for Replying or Forwarding Messages

Next, you'll want to set the font for your replies and forwarded messages to maintain consistency. In the "Signatures and Stationery" window, go to the Replying or forwarding messages section.

Click the Font... button associated with this option. Just like with new mail messages, another "Font" dialogue box will open. Here, you can select your preferred font, style, size, and colour specifically for when you respond to or pass on an email.

Often, people choose the same font settings for replies as they do for new messages, but you have the flexibility to choose something different if you wish. After making your selections, click OK to confirm the changes for replies and forwards.

Check first: Be mindful that when you reply, your font might sometimes change if the original sender used a specific style, or if the email client overrides your default. Your default font will apply to your *new* text in the reply.

6. Set Font for Plain Text Messages

Finally, consider the font for Composing and reading plain text messages. Plain text emails do not support rich formatting like bold, italics, different sizes, or colours. However, you can still choose a default font face and size for how Outlook displays and composes these messages.

Click the Font... button in this section. In the "Font" dialogue box that appears, you'll notice fewer options compared to the rich text settings. You can typically choose the font (e.g., Courier New, Consolas are common monospace choices for plain text), style (Regular, Bold), and size.

A monospace font (where every character takes up the same amount of horizontal space) is often preferred for plain text, as it ensures consistent alignment. After making your choices, click OK.

Tip: If you frequently interact with systems or individuals who only receive plain text emails, ensuring a clear, readable default font here is important for legibility.

7. Apply and Save Your Changes

Once you have configured all three font settings (New Mail, Replies/Forwards, and Plain Text), you must save them. First, click OK on the "Signatures and Stationery" dialogue box to close it and apply your chosen font settings.

Then, you will be returned to the "Outlook Options" window. It's crucial to click OK on this window as well to fully save all the changes you've made. If you close Outlook or navigate away without clicking the final OK in the "Outlook Options" window, your new default font settings might not be saved.

After clicking the final OK, you can try opening a new email message or replying to an existing one to verify that your new default font is applied correctly.

Check first: Always double-check by opening a new email after making changes. Sometimes, Outlook may need a moment to fully register the new settings, or you might have forgotten to click one of the 'OK' buttons.

Quick Reference

Situation	Use this	Why
Setting up for first time	Set all three font options (New, Reply/Forward, Plain Text)	Ensures consistent branding across all outgoing emails.
Font doesn't appear for new email	Check 'New mail messages' font setting	This specific setting controls new message composition.
Font looks wrong in a reply	Check 'Replying or forwarding messages' font setting	Replies have a separate font control in Outlook.
Emails sent to some recipients look odd	Verify 'Composing and reading plain text messages' font	Some email clients or systems convert rich text to plain text, so this setting matters for compatibility.
Changes aren't sticking	Click ALL 'OK' buttons in sequence	Missing an 'OK' in any dialogue box will prevent settings from saving.

Common Problems When You Change The Default Font In Outlook

Even with clear instructions, you might encounter a few common issues when trying to change your default Outlook font. Knowing what these problems are and how to fix them can save you frustration.

Changes Aren't Sticking

This is arguably the most common issue. You've gone through all the steps, but when you open a new email, the old font is still there. The primary reason for this is often forgetting to click OK in one of the dialogue boxes.

Solution: Go through the steps again carefully. Ensure you click OK on the "Font" dialogue box (after choosing your font), then OK on the "Signatures and Stationery" dialogue box, and finally, OK on the main "Outlook Options" dialogue box. All three must be clicked in sequence to apply and save your changes.
Further Check: Sometimes, closing and reopening Outlook entirely after making the changes can help ensure they are fully applied.

Different Fonts for New Emails vs. Replies/Forwards

You've changed the font for new emails, but when you reply to a message, it reverts to Calibri or another default. This happens because Outlook has separate settings for new messages and for replies/forwards.

Solution: Make sure you have set the font for both the "New mail messages" and "Replying or forwarding messages" sections within the "Signatures and Stationery" window. If you only changed one, the other will retain its previous setting.

Font Looks Different When Sent to Others

You've set a beautiful custom font, but when your recipient receives the email, it looks different – maybe a standard Arial or Times New Roman. This isn't usually an issue with your Outlook settings, but rather how other email clients handle fonts.

Reason: If the recipient's computer doesn't have the specific font you used installed, their email client will substitute it with a similar, commonly available font. Outlook also relies on HTML for rich formatting, and sometimes conversion between email clients can affect display.
Solution: Stick to widely available and web-safe fonts like Arial, Calibri, Verdana, Times New Roman, or Georgia. These fonts are almost universally installed on computers and mobile devices, ensuring your emails look consistent for most recipients.

Plain Text Emails Still Look Basic

You've tried to apply bold or a specific colour to your plain text font setting, but it doesn't appear that way. Remember, plain text format does not support rich text features.

Reason: The "Composing and reading plain text messages" setting only allows you to choose a basic font face and size. It cannot apply bold, italics, colours, or other effects because plain text is by definition unformatted.
Solution: Ensure your emails are being sent in HTML format if you want rich text formatting. You can check this in Outlook Options > Mail > "Compose messages in this format". If it's set to "Plain Text," your formatting will be lost.

Cannot Find "Stationery and Fonts" Button

Occasionally, users might struggle to locate the correct button in Outlook Options.

Solution: Double-check that you are in the Mail section of Outlook Options. The "Stationery and Fonts..." button is located under the "Compose messages" heading within that section. If you're using a very old version of Outlook, the exact path or button label might differ slightly, but the concept remains similar. This guide focuses on modern Outlook versions.

Advanced Tips for Changing The Default Font In Outlook

Once you're comfortable with the basics of changing your default font, you might want to explore more advanced options to fully customise your Outlook experience or handle specific scenarios.

Using Outlook Stationery and Themes

Outlook's "Stationery and Fonts" feature isn't just for default fonts; it also allows you to use pre-designed themes or "stationery" that include background images, colours, and font sets. While not common for professional emails, some businesses or personal users might find them appealing.

How to Access: In the "Signatures and Stationery" window, below the font settings, you'll see a section for "Themes". Click the Theme... button.
Customisation: You can select from a range of built-in themes. If you choose a theme, it will often override your default font settings for new messages, as the theme comes with its own font definitions. You can also create a custom theme if you are proficient with HTML and CSS.
Consideration: Themes can sometimes look inconsistent across different email clients or appear unprofessional depending on your audience. Use with caution for formal communication.

Setting Different Default Fonts for Different Email Accounts

If you manage multiple email accounts in Outlook (e.g., a personal account and a work account), you might want to use different default fonts for each. Outlook allows this, but it's not directly managed through the main "Stationery and Fonts" area.

How to Set:
1. Go to File > Account Settings > Account Settings...
2. Select the specific email account you wish to modify, then click Change...
3. In the "Change Account" window, look for the option that says More Settings....
4. Go to the Advanced tab or Mail Format tab (depending on Outlook version).
5. You might find specific font settings here for that account. Alternatively, the "Stationery and Fonts" settings often become tied to the *default* account you have set. To truly have different fonts, you might need to create different "stationery" sets and manually apply them, or use signatures with embedded fonts. This can be complex and sometimes requires advanced configuration or VBA scripting for full automation.
Practical Alternative: For simpler control, use distinct signatures for each account, where the signature itself has its font specified, and keep the main default font consistent, or simply remember to manually select the font when sending from a non-default account.

Using Quick Parts or Templates for Specific Fonts

If you often use specific phrases, paragraphs, or even entire email layouts that require a particular font different from your default, Outlook's Quick Parts or Templates can be invaluable.

Quick Parts:
1. Compose a section of text (e.g., a standard closing paragraph) in the desired font, size, and colour.
2. Select the text, then go to the Insert tab on the email ribbon.
3. Click Quick Parts > Save Selection to Quick Part Gallery...
4. Give it a name and click OK.
5. Now, when composing an email, you can insert this pre-formatted text by going to Insert > Quick Parts and selecting your saved item.
Templates (.oft files):
1. Create a new email message and format the entire body, subject, and even recipient fields as you desire, including your specific font.
2. Go to File > Save As.
3. In the "Save As type" dropdown, choose Outlook Template (*.oft).
4. Save the template to a convenient location.
5. To use it, double-click the .oft file or go to New Items > More Items > Choose Form... and browse to your template.

Ensuring Font Embedding (Not Recommended for General Email)

While possible in some document types, directly "embedding" a font within an email to guarantee recipients see it is generally not practical or supported for most email clients. Email is not like a PDF or a Word document in this regard.

Why it's not used: Embedding fonts would significantly increase email size and is not a standard feature supported by all email clients. Most clients rely on the recipient's system fonts.
Best Practice: Reiterate the advice to use web-safe fonts for maximum compatibility and consistent display across different platforms and devices.

How Do I Change The Default Font In Outlook FAQ

Q: Can I change the font for incoming emails?

A: Generally, no. Outlook allows you to change the font for *composing* messages, but the font for incoming emails is determined by the sender and your operating system's display settings or specific accessibility options. You can't force all incoming emails to display in your preferred font without significant, often clunky, workarounds that might break other formatting. You can, however, change the default font for *reading* plain text messages in the "Stationery and Fonts" settings, but this only applies to messages that are explicitly plain text.

Q: What's the best font for professional emails?

A: The "best" font is subjective but generally, professional emails favour clear, readable, and widely available sans-serif fonts. Popular choices include Calibri (Outlook's default), Arial, Verdana, or Segoe UI (a common Windows font). Times New Roman is also a classic, but often feels more formal or traditional. Aim for a size between 10 and 12 points for readability.

Q: Will my custom font show up on mobile devices?

A: It depends on the font you choose and the recipient's mobile email client. If you use a widely available font like Arial or Verdana, it's very likely to display correctly. If you choose a more obscure or custom font, the mobile device will likely substitute it with a default font (often a standard sans-serif). For maximum compatibility, stick to common, web-safe fonts.

Q: How do I change the font for my email signature?

A: You change the font for your email signature in the same "Signatures and Stationery" window. Instead of clicking the "Font..." buttons under "Personal Stationery," you'll click the Signatures... button. In the signature editor, you can select specific text within your signature and apply different fonts, sizes, and colours using the formatting toolbar available there. This allows you to have a different font for your signature than your main email body.

Q: Can I set different default fonts for different email accounts in Outlook?

A: Outlook's main "Stationery and Fonts" settings apply globally or to the default email account. While there isn't a direct per-account setting for *all* font types (new, reply, plain text) in the same easy way, you can achieve this indirectly. The most common method involves creating different email signatures for each account, with each signature pre-formatted with your desired font. When you send from a specific account, its associated signature (and thus its font) will appear. For more robust per-account font settings, you might need to explore advanced customisation or templates.

Final Checklist for How Do I Change The Default Font In Outlook

Before you conclude your font customisation, run through this quick checklist to ensure everything is set up correctly and you're happy with your new default Outlook font.

Opened Outlook Options: Did you navigate to File > Options?
Selected Mail Category: Have you clicked on Mail in the left-hand pane?
Opened Stationery and Fonts: Did you click the Stationery and Fonts... button?
Set New Mail Font: Is your preferred font, style, size, and colour chosen for New mail messages?
Set Reply/Forward Font: Have you updated the font settings for Replying or forwarding messages?
Set Plain Text Font: Did you choose a suitable font (and size) for Composing and reading plain text messages?
Confirmed All OK Buttons: Have you clicked OK on the "Font" dialogue, then OK on "Signatures and Stationery", and finally OK on the main "Outlook Options" window?
Tested New Email: Did you open a new email message to verify your default font is applied correctly?
Tested Reply/Forward: Did you reply to an existing email to ensure the reply font is as expected?
Considered Readability: Is your chosen font easy to read for everyone, including those on different devices?
Used Web-Safe Fonts: Have you opted for common fonts (Arial, Verdana, Calibri) for maximum compatibility?

By following this checklist, you can be confident that your Outlook is now configured to reflect your personal or professional branding consistently across your email communications.