Where to find Outlook's color settings
Outlook's color options live in two places depending on what you want to change. If you want to change the overall look of the program — the background color of your inbox, the sidebar, and the ribbon — that's the theme setting. If you want to change the color of individual text in an email you're writing, that's the font color tool in the message editor.
For the program theme, go to File in the top left, then Options, then General. You'll see "Personalize your copy of Microsoft Office" near the top. For text color in a message, open a new email and look for the font color button in the toolbar — it usually looks like an "A" with a colored line underneath.
Key Takeaways
- Outlook's theme setting (File > Options > General) changes the color of the entire program interface, including the sidebar and ribbon.
- The font color tool in the message editor lets you change the color of text within individual emails you're composing.
- Outlook offers preset themes like Light, Dark, and Colorful, plus a custom option if you want to fine-tune specific elements.
- Changes to the program theme apply immediately and affect how Outlook looks every time you open it.
Changing the Outlook program theme
Open Outlook and click File in the top left corner. From the menu that appears, select Options. In the Options window, click General on the left side. Look for the section labeled "Personalize your copy of Microsoft Office."
You'll see a dropdown menu next to "Office Theme" with several preset options. Light gives you a white background with dark text. Dark inverts this to a dark background with light text. Colorful adds accent colors to the ribbon and sidebar. Don't Mix keeps the theme consistent across all Microsoft Office programs. Select whichever you prefer, and the change takes effect immediately.
If none of the presets suit you, look for "Office Background" just below the theme option. This lets you add a subtle pattern or texture to the background without changing the core colors. Click the dropdown to see what patterns are available.
Changing text color in an email message
When you're composing a new email, the font color tool is in the toolbar at the top of the message editor. Look for an "A" with a colored bar underneath — this is usually near the bold and italic buttons. Click the small arrow next to it to open a color palette.
The palette shows a grid of standard colors plus a "More Colors" option at the bottom. Click any color to apply it to text you've already selected, or select the color first and then type to make new text in that color. To change text that's already in your message, highlight it first, then click the color you want.
If you want to return text to black or the default color, select the text and click the color tool again, then choose black or the default option (usually shown as "Automatic").
Changing the background color of your mailbox view
Outlook doesn't offer a built-in way to change the background color of your inbox or individual folders. The theme setting controls the overall interface, but the mailbox itself — the list of emails and the reading pane — follows that theme and can't be customized separately.
If you want a different look for your mailbox specifically, your only option is to switch the entire program theme. Some users find that the Dark theme reduces eye strain when reading many emails, while the Light theme feels more traditional. Try each theme for a day or two to see which works best for you.
Changing colors in Outlook on the web
If you use Outlook through a web browser instead of the desktop program, the color options are more limited. Click the gear icon in the top right corner and select View all Outlook settings. Go to General, then Personalization.
You'll see a "Theme" dropdown with options like Light, Dark, and Auto (which matches your system settings). Select your preference and save. The web version doesn't offer as many customization options as the desktop program, and you can't change individual text colors the same way — you'll use the font color button in the compose toolbar, which works the same as the desktop version.
Changing colors in Outlook on Mac
On a Mac, the theme settings are in a different location. Open Outlook and click Outlook in the menu bar at the very top. Select Preferences, then General. Look for "Appearance" and choose from Light, Dark, or Auto.
To change text color in a message on Mac, open a new email and look for the font color button in the toolbar. It works the same way as on Windows — click the arrow next to the "A" with the colored bar to open the color palette, select a color, and apply it to your text.
Frequently Asked Questions
Can I use a custom color that's not in the preset palette?
Yes. When you click the font color tool and open the palette, select "More Colors" at the bottom. This opens a dialog where you can enter specific RGB values or hex codes to create any color you want. This works for text in messages, but not for the overall program theme, which is limited to the preset options.
Will changing my theme affect how my emails look to people I send them to?
No. The theme only changes how Outlook looks on your computer. When you send an email, the recipient sees only the content and any text colors you've applied to specific words — they don't see your theme. Text color changes do carry through to the recipient.
Why does my Outlook look different from my coworker's even though we both have the same theme selected?
Outlook respects your Windows or Mac system settings for light and dark mode. If you have "Auto" selected and your system is set to dark mode, Outlook will appear dark even if your coworker's system is set to light mode. Check your system settings and your Outlook theme setting to make sure they match what you expect.
Can I change the color of the sidebar or specific folders?
The sidebar color is controlled by the overall theme and can't be customized separately. You can't assign individual colors to folders, but you can add flags or categories to emails, which do show up in different colors. This is a way to visually organize your inbox without changing folder colors directly.