Change the font in a new email message
Open Outlook and start a new email. Before you type anything, go to the Home tab at the top. In the toolbar, you'll see a font dropdown menu (it usually shows the current font name, like "Calibri" or "Arial"). Click the dropdown arrow next to it and select the font you want.
You can also change the font size right next to the font name — the number dropdown. Pick your size, then start typing. The text will appear in your chosen font. If you've already typed your message and want to change the font, highlight the text first, then pick a new font from the dropdown.
The font color and bold, italic, or underline buttons are in the same toolbar area. These changes only affect the current email you're composing, not your default settings.
Key Takeaways
- To change font in a new email, click the font dropdown in the Home tab before or after typing your message.
- Highlight text first if you want to change only part of an email to a different font.
- To make a font change permanent for all new emails, set your default font in Outlook settings.
- The reading pane and calendar use your Windows system font settings, not Outlook-specific controls.
- Font changes in email don't affect how the message looks on the recipient's screen if they use a different email client.
Set a default font for all new emails
If you want every new email to start in a specific font instead of Outlook's default, you need to change your settings. Go to File in the top left, then click Options. In the left sidebar, select Mail.
Look for the section called Compose messages. Click the button labeled Stationery and Fonts. A new window opens. Under the New mail messages section, click Font. Choose your preferred font, size, and color, then click OK. Click OK again to save and close the settings.
From now on, every new email you compose will start in that font. This setting doesn't change fonts in emails you're replying to — replies usually keep the original message's formatting.
Change font in the reading pane and calendar
The reading pane (where you view emails you've received) and your calendar don't have font controls inside Outlook itself. Instead, they use your Windows system font settings. To change how text appears in these areas, you need to adjust your Windows display settings.
On Windows 10 or 11, go to Settings (the gear icon), then Accessibility, then Display. You'll find options to change text size and font scaling for the whole system. These changes affect Outlook along with all other programs on your computer.
If you only want to make text larger in Outlook without changing your entire system, use the zoom controls instead. In the bottom right corner of Outlook, you'll see a zoom slider. Drag it to the right to make everything bigger, or to the left to make it smaller.
Font changes and how recipients see your email
When you send an email in a specific font, the recipient may not see it in that same font. If they use Gmail, Apple Mail, or a different email client, their program might substitute a different font or ignore your choice entirely. This happens because email formatting isn't always preserved across different platforms.
To increase the chance your font choice survives the trip, stick with common fonts like Arial, Calibri, Times New Roman, or Verdana. These are installed on almost every computer. Decorative or specialty fonts often get replaced with a default font on the recipient's end.
If the font choice is critical — for a formal letter or branded communication — consider sending a PDF or image instead of plain email text. That way, the formatting stays exactly as you designed it.
Troubleshooting font changes that don't stick
Sometimes you change the font in an email, but it reverts to the default when you send it or when the recipient opens it. This usually happens because Outlook is set to use plain text format instead of HTML or rich text format. Plain text doesn't support font choices.
To check your format, open a new email and look at the Format Text tab at the top. You should see buttons for HTML or Rich Text. Click one of these instead of Plain Text. Now your font choice will be preserved when you send the email.
If you're replying to an email and the font keeps changing, it's because Outlook is matching the original message's format. You can override this by selecting all the text (Ctrl+A) and then choosing a new font from the dropdown.
Font size and readability in Outlook
Outlook's default font size is usually 11 points, which works for most people. If you find emails hard to read, you have two options: change the default size in your settings (using the same Stationery and Fonts menu described earlier), or use the zoom slider in the bottom right corner of the window.
The zoom slider affects only what you see on your screen — it doesn't change the actual font size in emails you send. If you want recipients to see larger text, you need to change the font size before sending, not just zoom in on your screen.
For accessibility, sans-serif fonts like Arial and Calibri are generally easier to read on screens than serif fonts like Times New Roman. If readability is a concern, choose one of these and increase the size to 12 or 14 points.
Frequently Asked Questions
Why does my font change when I reply to an email?
Outlook automatically matches the format of the email you're replying to. If the original email used a specific font, your reply will too. To change it, select all your text (Ctrl+A) and pick a new font from the dropdown before sending.
Can I change the font in emails I've already sent?
No. Once an email is sent, you can't edit the font in the recipient's inbox. You can only edit unsent emails in your Drafts folder. If you need to correct something, you'll have to send a new email.
What's the difference between HTML and Rich Text format?
Both support fonts, colors, and formatting. HTML is more widely compatible across email clients. Rich Text is older and works best when everyone uses Outlook. For most people, HTML is the safer choice because it displays correctly in Gmail, Apple Mail, and other programs.
Does changing my default font affect emails I've already received?
No. Changing your default font only affects new emails you compose from that point forward. Received emails keep their original formatting.
Can I use custom fonts in Outlook?
Outlook can display any font installed on your computer, but recipients may not see it if they don't have that font. Stick with standard fonts like Arial, Calibri, or Times New Roman to ensure your email looks the same on everyone's screen.