Change your default font in Outlook through the Settings menu

Open Outlook and go to File > Options (on Windows) or Outlook > Preferences (on Mac). In the Options or Preferences window, select Mail from the left sidebar. Look for the section labeled Compose messages or Stationery and Fonts. Click the button next to Fonts — the exact label varies by Outlook version, but it will be in this area. A dialog box will open where you can choose your font, size, and color for new messages. Select what you want, then click OK to save.

The font you set here becomes the default for all new emails you write going forward. It does not change fonts in emails you have already sent or received. If you use Outlook on multiple devices, you may need to repeat this step on each one, because the setting does not sync across computers or phones.

Key Takeaways

  • Default font settings are found in File > Options (Windows) or Outlook > Preferences (Mac), then in the Mail or Compose section.
  • The font you choose applies only to new messages you write, not to messages already in your inbox or sent folder.
  • Font settings are stored on each device separately and do not transfer if you sign in on a different computer or phone.
  • If you use Outlook with a work email account, your organization may have locked certain font settings and you may not be able to change them.

Where the font setting lives in different Outlook versions

Outlook 2019, 2021, and Microsoft 365 (Windows) all use the same path: File > Options > Mail > Compose Messages > Fonts. Outlook on Mac uses Outlook > Preferences > Compose > Fonts. Outlook on the web (Outlook.com or Outlook.office.com) does not have a default font setting in the same way — instead, you format each message individually using the toolbar at the top of the compose window.

If you cannot find the Fonts button where this guide says it should be, your version of Outlook may be older or your account may be managed by your workplace. Check the Help menu in Outlook itself and search for "default font" — it will show you the exact steps for your version.

Setting a default font for replies and forwards

The font setting you choose in Options or Preferences applies to new messages. When you reply to or forward an email, Outlook usually keeps the font of the original message. If you want replies and forwards to use your default font instead, you need to turn off the option that preserves the original formatting.

In Windows Outlook, go to File > Options > Mail > Compose Messages and look for a checkbox that says Use Microsoft Word to edit email messages or Use the same format as the original message. Unchecking this box will make replies use your default font. On Mac, this option is in Preferences > Compose > Message Format.

What happens if your workplace controls font settings

If you use Outlook through a work email account, your organization's IT department may have set a company-wide default font that you cannot change. This is common in large organizations that want all outgoing emails to look consistent. If the Fonts button is grayed out or missing, or if your font choice does not stick after you restart Outlook, your account is likely managed this way.

Contact your IT help desk or support team to ask whether the font setting is locked. They can tell you what the company default is and whether they can unlock it for you. Some organizations allow individual changes; others do not.

Font settings do not transfer between devices or accounts

If you sign into Outlook on a laptop, a desktop computer, and a phone, each device stores its own font settings separately. Changing the font on your laptop will not change it on your phone. You need to repeat the steps on each device where you want a different default font.

This is also true if you have multiple email accounts in the same Outlook installation. Each account can have its own default font, but you have to set them individually. Go through the Font settings for each account you use regularly.

Choosing a font that works across email clients

Some fonts look good on your screen but may not display the same way when someone else opens your email. Safe fonts that display consistently across most email programs and devices are Arial, Helvetica, Times New Roman, Georgia, Courier New, and Verdana. These are called web-safe fonts because they come built into nearly every computer and phone.

Decorative or specialty fonts may not appear at all in the recipient's email program — instead, their email client will substitute a default font, and your message will look different than you intended. If you want to use a less common font, test it by sending an email to yourself or a colleague and opening it on different devices to see how it looks.

Frequently Asked Questions

Will changing my default font affect emails I have already sent?

No. The font setting only applies to new messages you write from that point forward. Emails already in your sent folder keep the font they had when you sent them. Recipients cannot change how your old emails look on their end.

Can I set different default fonts for different email accounts?

Yes. If you have multiple accounts in Outlook, you can set a different default font for each one. Go through the Font settings separately for each account. Some versions of Outlook let you choose which account you are setting the font for before you open the Fonts dialog.

Why does my font change back to the original after I restart Outlook?

This usually means your organization has locked the font setting, or your account does not have permission to change it. It can also happen if you are using an older version of Outlook that does not fully support the font you chose. Contact your IT support team or try selecting a more common font like Arial or Calibri.

Does Outlook on my phone have a default font setting?

Outlook mobile apps (iPhone and Android) do not have a default font setting the way desktop Outlook does. You format the text of each message individually using the toolbar while you are composing. The font you choose on your phone does not sync to your computer.

What if the Fonts button is missing from my Options menu?

This usually means you are using Outlook on the web rather than the desktop version, or your account is managed by your workplace and the setting has been locked. If you are using desktop Outlook, try restarting the program. If the button is still missing, contact your IT support team.