How To Change The Font Size In Outlook

This comprehensive guide provides clear, step-by-step instructions on how to change the font size in Outlook. Whether you find the default text too small to read comfortably or too large for your screen, this guide will help you customise various font settings within Outlook for new messages, the reading pane, and the main interface. Understanding these adjustments is crucial for improving readability and making your email management more efficient and less strenuous on your eyes, especially during long periods of use.

Fast Answer

New Messages: File > Options > Mail > Stationery and Fonts > Font (for New Mail Messages or Replying/Forwarding)
Reading Pane: Zoom slider at bottom right of message preview, or View tab > Zoom
Folder/Mail List: View > View Settings > Other Settings (for Column Font and Row Font)

10-15 minutes Time needed

Easy Difficulty

Applying settings to wrong areas Watch out for

Before You Start

Access to your Microsoft Outlook desktop application (Windows or macOS).
Basic familiarity with navigating Outlook menus and settings.
Understanding that font changes often apply to specific areas of Outlook, not globally.

Check first: Ensure you are using the desktop version of Outlook. These instructions are specifically for the installed application and may differ significantly for Outlook on the web or mobile apps. Always save any unsent drafts before making major setting changes, just in case.

Step-by-Step Instructions

Change Default Font Size for New Emails, Replies, and Forwards

This is perhaps the most common font size adjustment users need to make. Changing the default font size here will affect all new emails you compose and any replies or forwards you send. This ensures that your outgoing communication is always legible and consistent with your preference.

To begin, open your Outlook application. Navigate to the File tab located in the top-left corner of the Outlook window. From the File menu, select Options. This will open the Outlook Options dialogue box, which contains a wide range of customisation settings for your email client.

Within the Outlook Options window, click on Mail from the left-hand navigation pane. Once you're in the Mail section, look for the "Compose messages" area. Here, you'll find a button labelled Stationery and Fonts.... Click this button to open the Signatures and Stationery dialogue box.

Inside the Signatures and Stationery window, you'll see separate settings for different types of messages: "New mail messages", "Replying or forwarding messages", and "Composing and reading plain text messages". To adjust the font for new messages, click the Font... button under the "New mail messages" section. A standard Font dialogue box will appear. Here, you can select your desired font, font style (e.g., Bold, Italic), and most importantly, the Size. Choose a size that suits your needs, typically between 10 and 14 points for good readability. Once selected, click OK.

Repeat this process for "Replying or forwarding messages" if you want your replies and forwards to also use a different font size. It's often recommended to keep these consistent with your new mail message settings for a uniform professional appearance. After making all your font choices, click OK on the Signatures and Stationery window, and then OK again on the Outlook Options window to save your changes.

Tip: You can choose a different font and size for new messages versus replies/forwards if you wish, allowing for distinct visual cues. However, for most users, consistency is key.

Adjust Font Size in the Reading Pane

The reading pane is where you view the content of emails you receive without opening them in a separate window. If you find the text in this pane difficult to read, especially with smaller fonts often used by senders, you can easily adjust its zoom level. This adjustment is temporary unless you specifically set it to remain.

When you have an email open in the reading pane, look at the bottom-right corner of the Outlook window. You should see a zoom slider with a percentage displayed (e.g., 100%). Drag this slider to the right to increase the font size or to the left to decrease it. As you adjust, you'll see the text in the reading pane change in real-time.

Alternatively, with an email selected in your inbox and visible in the reading pane, go to the View tab in the Outlook ribbon. In the "Zoom" group, you'll find a Zoom button. Clicking this will bring up a small dialogue box where you can select a percentage or manually enter a custom zoom level. There's often a checkbox here, such as "Remember my preference," which, if ticked, will ensure your chosen zoom level persists for future emails you view in the reading pane.

It's important to note that this zoom setting affects only the current email's display in the reading pane or the general view of emails in the reading pane. It does not alter the actual font size embedded in the email by the sender, nor does it change the default font for messages you compose.

Tip: If you frequently need to zoom, consider setting a permanent zoom level via the "View" tab's "Zoom" option and checking "Remember my preference" to avoid constant adjustments.

Change Font Size for the Mail List (Inbox, Sent Items, etc.)

The mail list is the area displaying the sender, subject, date, and sometimes a snippet of the email content for each message in your folders (like Inbox, Sent Items, Drafts). If these list items appear too small or too large, you can customise their font settings.

To modify the mail list font, ensure you are in the Mail section of Outlook (e.g., viewing your Inbox). Go to the View tab in the Outlook ribbon. In the "Current View" group, click on View Settings. This will open the Advanced View Settings dialogue box for your current folder.

Within the Advanced View Settings window, click on the Other Settings... button. This will bring up the "Other Settings" dialogue box, which contains options for fonts and other visual elements of your mail list. Here, you will find settings for "Column Font" and "Row Font".

Click the Font... button next to "Column Font" to adjust the font for the column headers (e.g., "From", "Subject", "Received"). Similarly, click the Font... button next to "Row Font" to change the font for the actual email entries in your list. In each Font dialogue box, select your preferred Size, then click OK.

After adjusting both the Column and Row fonts, click OK on the "Other Settings" window, then OK on the "Advanced View Settings" window, and finally, OK again on the "Customise View" window (if it appeared). Your mail list will update immediately to reflect the new font sizes. You may need to repeat this process for different folders if you use specific view settings for each, though often changes to the default view will propagate.

Tip: Increasing the row font size too much can make your mail list crowded, showing fewer emails at once. Find a balance that offers good readability without sacrificing too much density.

Adjust Font Size for the Folder Pane (Navigation Pane)

The folder pane, also known as the navigation pane, is typically on the left side of your Outlook window. It lists your email accounts, inbox, sent items, and any custom folders you've created. Changing this font size can improve navigation for those who find the default text too small.

Unfortunately, Outlook itself doesn't offer a direct, simple setting within its options to change only the font size of the folder pane in the same way it does for message content or the mail list. The font size of the folder pane, along with other elements of the main Outlook interface (like the ribbon tabs and the status bar), is largely controlled by your operating system's display settings.

For Windows users, you'll need to adjust the text scaling or display scaling settings. Right-click on your desktop and select Display settings. Under the "Scale & layout" section, look for "Change the size of text, apps, and other items." Here, you can select a larger percentage (e.g., 125% or 150%) from the dropdown menu. This will scale up all elements on your screen, including the Outlook interface, and consequently the folder pane font. You may need to sign out and back into Windows or restart your computer for these changes to take full effect across all applications.

For macOS users, go to System Settings (or System Preferences) > Displays. You'll typically find options to adjust the "Resolution" or "Scaled" options, which will similarly scale the entire display, affecting app interfaces like Outlook's folder pane. Choose a scaled resolution that makes text more legible.

Watch out: Changing your operating system's display scaling affects all applications and elements on your screen, not just Outlook. This might make other applications or desktop icons appear larger than you prefer.

Customise Calendar Font Size

If you use Outlook's Calendar extensively, you might also want to adjust the font sizes for appointments, events, and the general calendar view. Similar to other areas, Outlook provides specific settings for this within the Calendar view itself.

Switch to the Calendar view in Outlook by clicking the Calendar icon in the navigation bar (usually at the bottom or left). Once in the Calendar view, go to the View tab in the Outlook ribbon. Within the "Current View" group, click on View Settings.

In the Advanced View Settings dialogue box for Calendar, click on Other Settings.... This window offers several font-related options specific to the calendar. You can usually find settings to adjust the "Time scale font" (for the hours displayed), "Appointment font" (for the text within your calendar entries), and "Subject font" or "Location font" depending on your Outlook version. Click the Font... button next to each relevant option, select your desired Size, and click OK.

After adjusting the desired font sizes, click OK on the "Other Settings" window, then OK on the "Advanced View Settings" window, and finally, OK again on any other pop-up prompts to apply the changes. Your calendar view will update, making your appointments and time scales easier to read.

Tip: When adjusting appointment fonts, consider how much information you display in each appointment slot. A larger font might mean you can see fewer details without scrolling.

Quick Reference

Situation	Use this	Why
New emails and replies you send	File > Options > Mail > Stationery and Fonts	Sets the default font size for your outgoing messages.
Viewing received emails in preview pane	Zoom slider (bottom right) or View tab > Zoom	Temporarily or permanently adjusts the magnification of email content.
List of emails (sender, subject, date)	View > View Settings > Other Settings > Row/Column Font	Customises the readability of your inbox and folder lists.
Folder list (left navigation pane)	Windows/macOS Display Settings > Scaling	This global OS setting affects the entire Outlook interface, including the folder pane.
Calendar appointments and time scale	Calendar View > View > View Settings > Other Settings > Appointment/Time Scale Font	Improves readability of your schedule and events.

Common Problems When You Change The Font Size In Outlook

Changes not applying: Sometimes, after making changes, you might find they haven't taken effect. Ensure you click OK on all open dialogue boxes (e.g., Font, Stationery and Fonts, Outlook Options) to save your settings. In some cases, restarting Outlook entirely can resolve this.
Font looks too big/small elsewhere: Remember that different settings affect different parts of Outlook. If you change your mail list font, it won't affect new emails. If you change the OS display scaling, it will affect *all* applications. Double-check which specific font setting you are trying to adjust and ensure you're in the correct menu.
Reading pane zoom keeps resetting: If your reading pane zoom isn't staying put, go to the View tab > Zoom and ensure the "Remember my preference" checkbox is ticked before clicking OK.
Only parts of the interface changed: This is expected if you're adjusting specific Outlook settings. The main ribbon, tab names, and status bar font sizes are usually tied to your operating system's overall display scaling, not individual Outlook settings.
Font in a specific email is still small: If an email you received still shows a very small font, even after adjusting your reading pane zoom, it's likely due to how the sender composed the email. Some emails are sent with fixed or very small font sizes that Outlook's zoom cannot fully override without distorting the layout. In such cases, you might need to copy the content into a new document or use your browser's zoom function if viewing on Outlook for Web.
Text appears blurry after scaling: When increasing display scaling on Windows or macOS, especially on non-native resolutions, some older applications or elements might appear slightly blurry or less sharp. This is a trade-off for larger text and usually isn't an issue with modern apps or high-resolution screens.

Check first: Always try restarting Outlook after making significant font changes, especially if they don't seem to apply immediately. This often resolves minor glitches.

Advanced Tips for How To Change The Font Size In Outlook

Using Themes for Overall Look: While not directly a font size setting, Outlook themes (File > Options > General > Office Theme) can subtly influence the overall visual comfort, sometimes making text feel more or less prominent depending on the contrast. Experiment with "Dark Grey" or "Black" themes if you prefer a darker interface that can reduce eye strain in low-light conditions, indirectly improving perceived readability.
Customising View Settings for Specific Folders: You don't have to apply the same mail list font settings to every folder. By going to View > View Settings, you can create and save different view settings for your Inbox, Sent Items, Drafts, etc. This allows you to have a larger font in your main Inbox where you scan frequently, but a smaller one in less-used archival folders.
Accessibility Options in Windows/macOS: If you have broader visual impairments, exploring the accessibility settings in your operating system might be more effective than just Outlook's internal settings. Windows has a dedicated "Ease of Access" centre, and macOS has "Accessibility" settings that offer options for text size, contrast, and screen readers which impact all applications, including Outlook.
Quick Zoom with Ctrl + Mouse Wheel (Reading Pane): For a super-fast way to adjust the reading pane zoom, click inside the reading pane to make sure it's active. Then, hold down the Ctrl key on your keyboard and scroll your mouse wheel up to zoom in or down to zoom out. This provides immediate, temporary adjustment without going through menus.
Font for Plain Text Messages: Remember the "Composing and reading plain text messages" option under File > Options > Mail > Stationery and Fonts. While many emails are HTML, some corporate systems or specific contacts might still send or receive plain text. Setting a comfortable font size here ensures these messages are also legible.
Resetting View Settings: If you've made too many changes and want to start fresh with a particular view (e.g., your Inbox mail list), go to View > Reset View. This will revert the selected view to Outlook's default settings, including fonts for that specific area, allowing you to re-customise from scratch.