Where to find the theme settings in Outlook

The color theme option in Outlook lives in your account settings, not in the main menu. On Windows, open Outlook and select File in the top left corner. Then click Options at the bottom of that menu. On Mac, open Outlook and select Outlook in the top menu bar, then choose Preferences.

Once you are in Options (Windows) or Preferences (Mac), look for General in the left sidebar. The theme choices appear near the top of that section, usually labeled Office Theme or Personalization.

The three standard Outlook themes and what they look like

Colorful is the default. It shows a blue ribbon at the top and uses color accents throughout the interface. Buttons, icons, and the folder list all carry hints of blue or other accent colors depending on your Office subscription level.

Dark Gray turns the ribbon and background dark, with light text on top. The folder list and message pane both use a dark background. This theme reduces eye strain in low-light rooms and uses less battery on some devices, though it can make some images and attachments harder to read.

White removes the colored ribbon entirely and uses a clean white background throughout. Text and icons remain black or dark gray. This theme looks closest to paper and works well if you print emails often or prefer minimal visual contrast.

How to switch themes on Windows

In the Options window, find the Office Theme dropdown under General. Click the dropdown and select the theme you want. The options are usually Colorful, Dark Gray, and White, though some versions of Outlook also show Black as a fourth choice.

Click OK at the bottom of the Options window to save your choice. Outlook will close and reopen with the new theme applied. If the change does not appear immediately, close Outlook completely and open it again.

How to switch themes on Mac

In Preferences, click General in the left sidebar. Look for the Appearance section. You will see radio buttons or a dropdown for theme choices — usually Colorful, Dark Gray, and White.

Select the theme you prefer and close the Preferences window. The change takes effect right away. If you do not see the theme options, make sure you are running a recent version of Outlook for Mac, as older versions had limited theme support.

Syncing your theme across devices

If you use Outlook on both a computer and a phone or tablet, the theme you choose on your computer does not automatically sync to your mobile device. Mobile Outlook apps (on iPhone, iPad, or Android) have their own separate theme settings that you must change within each app.

On iPhone or iPad, open Outlook, tap the menu icon (three horizontal lines), scroll down, and tap Settings. Look for Display or Appearance and choose your theme there. On Android, tap the menu icon, select Settings, then find Display or Theme. Each device remembers its own choice independently.

Troubleshooting theme changes that do not stick

If you change the theme but it reverts to the old one when you restart Outlook, your account settings may not be saving properly. First, make sure you clicked OK to confirm the change, not just closed the window. Then close Outlook completely — not just minimizing it — and open it again.

If the problem persists, try clearing your Outlook cache. On Windows, close Outlook, then open File Explorer and navigate to C:\Users\[YourUsername]\AppData\Local\Microsoft\Outlook. Delete the OfficeFileCache folder (Outlook will recreate it). On Mac, close Outlook, open Finder, press Command+Shift+G, paste ~/Library/Containers/com.microsoft.Outlook/Data/Library/Caches, and delete the cache files you find there. Restart Outlook and try changing the theme again.

Key Takeaways

  • Outlook theme settings are in File > Options on Windows or Outlook > Preferences on Mac, under the General section.
  • Colorful is the default theme with a blue ribbon; Dark Gray reduces eye strain; White removes color accents for a clean look.
  • Theme changes take effect immediately on Mac but may require closing and reopening Outlook on Windows.
  • Mobile Outlook apps have separate theme settings that do not sync with your desktop version.
  • If a theme change does not stick, close Outlook completely and clear the cache folder before trying again.

Frequently Asked Questions

Can I create my own custom color theme in Outlook?

No. Outlook offers only the three built-in themes: Colorful, Dark Gray, and White. You cannot create a custom theme or change individual colors within Outlook itself. However, if you use Outlook as part of Microsoft 365, you can change your overall Office theme, which affects all Microsoft Office apps together.

Does changing the theme affect how my emails look to other people?

No. The theme only changes how Outlook looks on your screen. When you send an email, the recipient sees it in their own Outlook theme or email client. Your choice of theme does not change the email content, formatting, or appearance for anyone else.

Will Dark Gray theme make my emails harder to read?

Dark Gray can make some images and colored text harder to read because of the dark background. If you find it strains your eyes or makes attachments unclear, switch back to Colorful or White. You can change themes as often as you want with no penalty.

Why does my Outlook theme look different from my coworker's, even though we both chose the same one?

Different versions of Outlook (older versus newer, Windows versus Mac, or Outlook desktop versus Outlook on the web) may display themes slightly differently. Also, if your coworker has a different Office subscription level or uses a different display setting on their monitor, the colors may appear different even though the theme name is the same.