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How To Change Font Size In Outlook

A practical step-by-step guide to how to change font size in outlook, including preparation, instructions, common issues, tips, and next steps.

Published 2026-05-24 · Updated 2026-07-22

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How To Change Font Size In Outlook

Changing the font size in Outlook can significantly improve how you read and compose emails. Whether you find the default text too small or too large, Outlook provides several ways to customise text size for new messages, replies, the reading pane, and even the message list in your inbox. This guide will walk you through all the essential settings to make your Outlook experience more comfortable and productive.

Fast Answer

  • Default New Messages: `File` > `Options` > `Mail` > `Stationery and Fonts...` > `Font...` (under 'New mail messages')
5-10 minutes Time needed
Easy Difficulty
Applying to correct view Watch out for

Before You Start

  • A computer with Microsoft Outlook installed (versions like Outlook for Microsoft 365, Outlook 2019, Outlook 2021, or newer).
  • Basic familiarity with your computer's mouse and keyboard.
  • An active Outlook profile where you wish to make the changes.
Check first: Understand that changes to your font size typically only affect how *you* view emails and how *your outgoing messages* initially appear. Your recipients might see a different font size depending on their own email settings or client. Also, remember there's a difference between changing fonts for composing emails and for reading emails.

Step-by-Step Instructions

Step 1: Adjusting the Default Font for New Messages

The first and most common change people make is to set the default font and size for new emails they compose. This ensures every new message starts with your preferred readability settings.

  1. Open Microsoft Outlook on your computer.
  2. Click on the File tab in the top-left corner of the Outlook window. This will open the Backstage view.
  3. From the left-hand menu, select Options. This will open the Outlook Options dialogue box.
  4. In the Outlook Options dialogue box, click on Mail from the left-hand navigation pane.
  5. On the right side, under the 'Compose messages' section, click the Stationery and Fonts... button. This opens another window titled 'Signatures and Stationery'.
  6. Ensure you are on the Personal Stationery tab.
  7. Under the 'New mail messages' section, click the Font... button.
  8. A 'Font' dialogue box will appear. Here, you can choose your desired Font (e.g., Calibri, Arial, Times New Roman), Font style (e.g., Regular, Italic, Bold), and most importantly, the Size (e.g., 10, 12, 14).
  9. Once you've made your selections, click OK to close the Font dialogue box.
  10. Click OK again to close the Signatures and Stationery window, and then OK one more time to close the Outlook Options window.

Your new default font size will now apply to all new emails you create.

Tip: Choose a font that is widely available across different operating systems to ensure better consistency for your recipients. Common choices include Arial, Calibri, and Times New Roman.

Step 2: Setting the Default Font for Replies and Forwards

Outlook allows you to set a separate default font for when you reply to or forward messages. This can be useful if you prefer your replies to stand out slightly, or to maintain a consistent look when continuing a conversation.

  1. Start by navigating to the Outlook Options as in Step 1: File > Options > Mail.
  2. Click the Stationery and Fonts... button.
  3. On the Personal Stationery tab, locate the 'Replying or forwarding messages' section.
  4. Click the Font... button next to this option.
  5. In the 'Font' dialogue box, select your preferred Font, Font style, and Size for replies and forwarded messages.
  6. Click OK to confirm your font choices.
  7. Click OK to close the Signatures and Stationery window, and then OK to close the Outlook Options window.

From now on, when you reply to an email or forward one, your chosen font settings will be applied automatically to your portion of the message.

Tip: Many users choose a slightly smaller font for replies and forwards compared to new messages, or they match the font of the original message for a seamless conversation flow.

Step 3: Changing Font Size for Reading Messages in the Reading Pane

The reading pane is where you view received emails without fully opening them. Making the text larger here can greatly improve readability, especially on smaller screens or for users with visual impairments. There are a few ways to adjust this.

For Currently Open or Selected Messages (Temporary Zoom)

This method offers a quick, temporary way to adjust the font size for a specific message you're reading, whether it's in the reading pane or opened in its own window.

  • Using the Zoom Slider: When you have an email selected in the reading pane, or if you've opened an email in a new window, look for the zoom slider in the bottom-right corner of the Outlook window (or the open message window). Drag the slider to the left to decrease the font size or to the right to increase it.
  • Using Keyboard Shortcut: Click anywhere within the reading pane or an open email, then hold down the Ctrl key on your keyboard and scroll your mouse wheel up to zoom in (increase font size) or down to zoom out (decrease font size).
  • Using the Zoom Button (Open Message): If an email is open in its own window, go to the Message tab (or `Format Text` tab, depending on context). In the 'Zoom' group, click the Zoom button. You can then select a specific percentage or set a custom value. This setting often sticks for subsequent emails opened within that session.

For Plain Text Messages (More Permanent for Reading)

This setting affects how plain text emails are displayed in the reading pane and when composing/replying in plain text format. Many newsletters and automated messages are sent as plain text, so this can be a helpful adjustment.

  1. Go to File > Options > Mail.
  2. Click the Stationery and Fonts... button.
  3. On the Personal Stationery tab, find the section titled 'Composing and Reading Plain Text Messages'.
  4. Click the Font... button next to this option.
  5. Choose your desired Font, Font style, and Size for plain text messages.
  6. Click OK to close the Font dialogue box, and then OK twice more to exit the settings.

This change will apply to how all plain text emails appear in your reading pane and when you compose or reply in plain text.

Tip: For a quick visual check, try zooming in and out with Ctrl + mouse wheel while reading different types of emails (HTML formatted vs. plain text) to see which setting impacts them most.

Step 4: Adjusting the Message List Font Size (Folder Pane/Inbox)

The message list displays the sender, subject, and date of emails in your inbox and other folders. If this text is too small, it can be difficult to quickly scan your emails. This setting will allow you to make the entire list easier to read.

  1. Go to the View tab in the Outlook ribbon.
  2. In the 'Current View' group, click on View Settings. This opens the Advanced View Settings dialogue box.
  3. Click the Other Settings... button.
  4. In the 'Other Settings' dialogue box, locate the 'Row Fonts' section. This refers to the font used for each item in your message list.
  5. Click the Font... button under 'Row Fonts'.
  6. A 'Font' dialogue box will open. Here, you can select the Font, Font style, and Size for your message list items.
  7. Click OK to confirm your choices for the font.
  8. Click OK to close the 'Other Settings' window, and then OK again to close the 'Advanced View Settings' window.

Your message list will immediately update with the new font size, making it easier to see at a glance.

Tip: If you're using a high-resolution monitor, increasing the message list font size can be very helpful. Experiment with different sizes until you find what feels most comfortable for quick scanning.

Step 5: Changing Outlook Interface (Menus, Folders) Font Size

Sometimes, it's not just the email content that's hard to read, but the entire Outlook interface – including menus, folder names, and navigation panes. Unlike email content, Outlook generally doesn't have a direct, built-in setting to change *only* its interface font size.

Instead, these elements are usually controlled by your computer's operating system display settings. Adjusting these settings will affect all applications on your computer, including Outlook, Word, Excel, and your web browser.

  1. For Windows 10/11:
    • Right-click on an empty area of your computer's desktop.
    • Select Display settings from the context menu.
    • In the 'Scale & layout' section, find the option titled Change the size of text, apps, and other items (or similar wording).
    • Click the dropdown menu and choose a larger percentage (e.g., 125%, 150%) to increase the size of everything on your screen, including Outlook's interface elements.
    • You may need to sign out and back in, or restart your computer, for some changes to take full effect across all applications.

By increasing the overall display scale, you'll find that not only Outlook's menus and folder names become larger, but also the text and elements in other applications, making your entire computing experience more accessible.

Check first: Changing your system's display scale affects *all* applications. If you find other apps become too large or blurry after this change, you might need to revert it or experiment with smaller increments.

Step 6: Changing Font Size for an Individual Email You Are Composing

Even with default settings, you might occasionally need to change the font size for specific words or paragraphs within an email you are actively composing. This is useful for emphasis or to break up long blocks of text.

  1. When you are writing a new email, a reply, or a forwarded message, highlight or select the specific text whose font size you wish to change.
  2. Look at the ribbon at the top of the message window. If you're on the Message tab, you'll see a 'Basic Text' or 'Font' group. If you're on the Format Text tab, you'll see a dedicated 'Font' group.
  3. Within the 'Font' group, locate the Font Size dropdown menu (it usually shows a number like '11' or '12').
  4. Click the dropdown arrow and select your desired font size from the list (e.g., 10, 14, 18).
  5. Alternatively, you can use the 'Grow Font' (capital A with an up arrow) and 'Shrink Font' (capital A with a down arrow) buttons located next to the size dropdown to increase or decrease the font size in steps.

The selected text will instantly update to the new font size, allowing you to fine-tune the appearance of your message content.

Tip: While useful for emphasis, try not to use too many different font sizes within a single email, as it can make the message look cluttered and unprofessional. Stick to one or two variations at most.

Quick Reference

Situation Use this setting/action Why
New emails you compose File > Options > Mail > Stationery and Fonts... > Font... (under 'New mail messages') Sets a consistent default for all your new communications.
Replying or forwarding emails File > Options > Mail > Stationery and Fonts... > Font... (under 'Replying or forwarding messages') Ensures your replies have a specific, preferred appearance.
Reading messages (temporary zoom) Ctrl + scroll wheel (or zoom slider in bottom-right) Quickly adjusts text size for the current message or reading pane view.
Reading Plain Text messages (permanent) File > Options > Mail > Stationery and Fonts... > Font... (under 'Composing and Reading Plain Text Messages') Sets a consistent font for plain text emails, often impacting reading pane views.
Inbox message list (sender, subject) View > View Settings > Other Settings... > Font... (under 'Row Fonts') Improves readability of your email list in folders.
Outlook menus, folders, interface Windows Desktop > Right-click > Display settings > Adjust 'Scale and layout' percentage Changes the overall size of text and elements across your entire operating system and all applications.
Specific text in a composing email Highlight text, then use the Font Size dropdown in the message ribbon (Message or Format Text tab) Allows for on-the-fly adjustments and emphasis within a single email.

Common Problems When You Change Font Size in Outlook

Even with clear instructions, you might run into a few snags when adjusting your Outlook font settings. Here are some common issues and how to fix them:

Changes Not Applying or Reverting

Problem: You followed all the steps, but your font size hasn't changed, or it keeps reverting to the old size.

Fix:

  • Did you click OK enough times? Outlook often requires you to click OK on multiple dialogue boxes (e.g., Font, Signatures and Stationery, Outlook Options) to save your changes. Make sure you close all open settings windows by clicking OK, not just 'X'ing them out.
  • Are you changing the correct setting? Double-check that you're modifying the font for 'New mail messages' if that's what you intend, and not 'Replying or forwarding messages' by mistake.
  • Restart Outlook: Sometimes, Outlook needs a full restart for certain font changes to take effect. Close Outlook completely and then reopen it.

Reading Pane Font Size Reverts or Doesn't Change

Problem: The text in your reading pane or in opened emails keeps going back to the default size, or your changes don't seem to impact it at all.

Fix:

  • Temporary Zoom: Remember that `Ctrl + mouse wheel` or the zoom slider are often temporary. For more permanent changes to how *plain text* messages display, refer to Step 3, option 2: 'Composing and Reading Plain Text Messages' settings.
  • HTML vs. Plain Text: Many emails are HTML-formatted, which means they might embed their own font sizes. Your settings primarily influence plain text messages or your composed HTML messages. If an HTML email forces a tiny font, you'll still need to use temporary zoom.
  • Outlook Version: Older versions of Outlook might handle reading pane fonts slightly differently. Ensure your Outlook is updated to the latest version.

Outlook Interface (Menus, Folders) Still Too Small/Large

Problem: You've changed all the message-related fonts, but the text for Outlook's menus, ribbon, folder names, and navigation panes remains difficult to read.

Fix:

  • System-Wide Setting: As explained in Step 5, Outlook's interface font size is tied to your operating system's display scaling. You must adjust the 'Scale and layout' percentage in your Windows Display Settings (or equivalent on other operating systems).
  • Restart Required: After changing display scaling, sometimes a computer restart or at least signing out and back in is required for all applications to correctly adopt the new scaling.
  • Custom Scaling: Be cautious with custom scaling settings in Windows, as they can sometimes lead to blurry text or improperly sized application windows. Stick to the recommended percentages if possible.

Recipients Don't See My Chosen Font Size

Problem: You've sent an email with your carefully chosen large font, but the recipient says it still looks small to them.

Fix:

  • Recipient's Settings: Your font settings dictate how you compose and initially send the message. However, the recipient's email client (e.g., Gmail, Apple Mail, their own Outlook) and *their personal display settings* will ultimately determine how they view the message. They might have a default zoom or specific font rules applied.
  • Accessibility: If you're sending to someone who struggles with small text, it's best to inform them that they can zoom in on the email on their end (e.g., `Ctrl + mouse wheel` in most applications or web browsers).
  • Standard Fonts: Using common, standard fonts (like Arial, Calibri, Times New Roman) increases the likelihood of consistency across different clients. Unusual fonts might be replaced by a default font on the recipient's system.

Advanced Tips for How To Change Font Size In Outlook

Once you're comfortable with the basic font adjustments, consider these advanced tips to further enhance your Outlook experience and address related settings for better readability and professionalism.

Optimising with System Accessibility Options

Beyond just scaling the display, your operating system offers more advanced accessibility features that can work in tandem with Outlook's font settings:

  • Text Size in Windows: In Windows Display Settings, below 'Scale and layout', there's often a separate slider for 'Text size'. This specifically increases the text size across Windows and compatible apps without necessarily scaling other elements. Experiment with this alongside Outlook's internal font settings.
  • High Contrast Themes: If you have visual impairments, consider enabling a high contrast theme in Windows (`Settings` > `Accessibility` > `Contrast themes`). While not directly a font size change, it can dramatically improve text visibility in Outlook and other applications by using stark colour combinations.
  • Magnifier: Windows also includes a built-in Magnifier tool (`Windows key + Plus Sign (+)`) that allows you to zoom in on specific parts of your screen on demand, which can be useful for reading particularly small sections of an email.

Maintaining Signature Font Consistency

If you use an email signature, it's important that its font and size are consistent with your new default email settings for a polished, professional look.

  • Edit Your Signature: Go to File > Options > Mail > Signatures.... Select your signature, and use the text editing tools provided to match its font and size to your chosen defaults for new messages or replies. This ensures your closing looks as good as your content.

Understanding Outlook Web App (OWA) Differences

If you also use Outlook through a web browser (Outlook.com or Outlook Web App for Microsoft 365), be aware that its settings are separate from your desktop application:

  • OWA Settings: In OWA, you typically access font settings via the Settings cog icon (top right) > View all Outlook settings > Mail > Compose and reply. Here, you can set your default font and size for web-based composing.
  • Browser Zoom: For reading emails in OWA, use your web browser's built-in zoom function (`Ctrl + Plus Sign (+) / Minus Sign (-)`) to easily adjust the view.

Using Themes and Stationery

While primarily for aesthetics, some stationery and themes can indirectly affect font appearance or suggest certain styles.

  • Pre-set Stationery: In File > Options > Mail > Stationery and Fonts..., you can also explore different 'Themes'. While these primarily apply background images and colours, they sometimes come with default font settings. You can customise these themes to your preferred font sizes if you like their visual style.
  • Font Compatibility: If you use custom stationery or fonts, always test them by sending an email to yourself (and maybe a colleague using a different email provider) to ensure they display as intended.

How To Change Font Size In Outlook FAQ

Here are some frequently asked questions about adjusting font sizes in Microsoft Outlook:

Can I change the font size for only *one* email I receive?

Yes. If you have an email open, or it's displayed in the reading pane, you can typically use the Ctrl + scroll wheel shortcut (scroll up to zoom in, down to zoom out) to temporarily adjust the text size for that specific message. This doesn't change your default settings, only your current view of that email.

Why does my font change when I reply to someone's email?

Outlook has separate default settings for new messages and for replies/forwards. If your reply font is different from your new message font, it's likely set in File > Options > Mail > Stationery and Fonts... under the 'Replying or forwarding messages' section. Additionally, Outlook might sometimes try to match the font of the original sender for continuity.

Is there a keyboard shortcut to change font size while composing?

Yes, while composing an email, if you select text, you can use the following shortcuts:

  • Ctrl + Shift + >: Increases the font size of the selected text.
  • Ctrl + Shift + <: Decreases the font size of the selected text.

These shortcuts work similarly to the 'Grow Font' and 'Shrink Font' buttons on the ribbon.

Does changing font size affect the email's file size (MB)?

No, changing the font size in Outlook has a negligible, if any, impact on the overall file size of your email. Fonts are usually small system files or universal web fonts, and the information about their size is very minimal data within the email's code.

How do I revert all font settings in Outlook to default?

There isn't a single 'reset all fonts' button. You would need to manually revisit each setting you changed (e.g., for new messages, replies, plain text, message list) and set them back to Outlook's original defaults (often Calibri, size 11 for new messages). For Outlook's interface, you'd revert your system's display scaling.

Will my custom font size apply to emails I send to non-Outlook users?

Your chosen font settings are embedded in the email's code. Most modern email clients (like Gmail, Apple Mail, etc.) will attempt to render these fonts. However, if a recipient's client doesn't support your chosen font, or if they have their own strict display settings, it may default to a more generic font or their preferred viewing size. Standard fonts like Arial, Calibri, and Times New Roman have the best compatibility.

Final Checklist for How To Change Font Size In Outlook

Before you consider your Outlook font adjustments complete, use this checklist to ensure all your desired changes have been applied correctly and effectively.

  • Default New Message Font: Have you set your preferred font and size for all new emails you create? (Refer to Step 1)
  • Reply/Forward Font: Is the font for your replies and forwarded messages set to your liking, ensuring consistency or differentiation as needed? (Refer to Step 2)
  • Reading Pane View: Is the text in your reading pane (especially for plain text messages) comfortable to read, and are you familiar with temporary zoom options? (Refer to Step 3)
  • Message List View: Can you easily scan your inbox and other folders with clear sender and subject information due to adjusted message list fonts? (Refer to Step 4)
  • System Display Scale: If you adjusted Outlook's interface (menus, folders), have you checked your operating system's display settings, and is the overall screen scale comfortable for all applications? (Refer to Step 5)
  • Signature Consistency: Does your email signature's font and size match your chosen defaults for new messages, maintaining a professional appearance? (Refer to Advanced Tips)
  • Test Sending: Have you sent a few test emails to yourself and maybe a friend or colleague to confirm that the fonts appear as you intend both when composing and reading?
  • All OK Buttons Pressed: Did you remember to click OK on all open dialogue boxes to save your changes across all settings?

By following these steps and checks, you can customise Outlook to perfectly suit your visual preferences, making your daily email management more comfortable and efficient.

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