Where to find the font settings in Outlook

The steps to change your default font depend on which version of Outlook you use. Outlook for Windows, Outlook for Mac, and Outlook on the web each have different menus. The most common version is Outlook for Windows, which stores font settings in the File menu under Options.

Before you change the font, decide whether you want to change it only for new messages you compose, or also for messages you receive. Most people change the compose font — the one Outlook uses when you write a new email. Changing how received emails display requires a separate step.

Key Takeaways

  • In Outlook for Windows, go to File > Options > Mail > Stationery and Fonts to set your compose font.
  • You can set different fonts for new messages, replies, and forwarded messages separately.
  • Outlook for Mac uses Format > Default Font, while Outlook on the web uses Settings > Mail > Compose and Reply.
  • Changing your default font does not affect emails already sent or received — only new messages you write going forward.
  • Some recipients may not see your chosen font if their email client does not support it; Arial and Calibri work on nearly all systems.

Changing the font in Outlook for Windows

Open Outlook and select the File tab at the top left. Click Options in the left sidebar. In the Options window, select Mail from the left menu, then scroll down and click Stationery and Fonts.

You will see three sections: one for composing new messages, one for replying to messages, and one for forwarding messages. Click the Font button under whichever section you want to change. A font dialog will open where you can choose the font name, size, color, and style (bold, italic, underline). After you select your choices, click OK, then click OK again to close the Options window.

If you want the same font for all three types of messages, you will need to repeat this step three times — once for each section. There is no single button that sets all three at once.

Changing the font in Outlook for Mac

Open Outlook and click the Format menu at the top of the screen. Select Default Font. A dialog will open showing font options. Choose your font, size, and color, then click OK.

On Mac, this setting applies to all new messages you compose. Unlike Windows, you do not have separate controls for replies and forwards — they will use the same default font you set here. If you want to use a different font for a single message, you can select the text in that message and change it manually before sending.

Changing the font in Outlook on the web

Log into your Outlook account at outlook.office.com or outlook.com. Click the Settings gear icon in the top right corner and select View all Outlook settings. In the left sidebar, click Mail, then select Compose and Reply.

Scroll down to the Compose message font section. You will see a dropdown menu for font selection and another for font size. Choose your preferred font and size, then scroll to the bottom and click Save. The change takes effect immediately for new messages.

Fonts that work across most email systems

Not every recipient uses the same email program you do. If you choose an uncommon font, some people may see a different font when they read your message — their email client will substitute a font it recognizes. To avoid this, stick with web-safe fonts that nearly all email programs support: Arial, Calibri, Times New Roman, Georgia, Verdana, and Courier New.

If you choose a font that is not web-safe and the recipient's email program does not have it installed, Outlook will send your message with a backup font embedded. This usually works, but it adds a small amount of file size to your message. For business email, Arial or Calibri are the safest choices.

Changing how you see received emails

The steps above change the font for messages you write. To change how received emails look on your screen, the process is different. In Outlook for Windows, go to File > Options > Mail > Reading Pane. Under Fonts, you can set separate fonts for plain text messages and HTML messages. This affects only what you see — it does not change how the sender's message was originally formatted.

In Outlook for Mac, go to Outlook > Preferences > Viewing, then select Fonts. In Outlook on the web, go to Settings > Mail > Reading Pane and look for font options there. These changes are personal to your account and do not affect anyone else's view of the same emails.

Troubleshooting font changes that do not appear

If you change your default font but new messages still use the old font, close Outlook completely and reopen it. Sometimes the program does not register the change until you restart. If the font still does not change, check whether you have a signature set up — signatures sometimes override your default font settings.

To check your signature, go to File > Options > Mail > Signatures (Windows) or Outlook > Preferences > Signatures (Mac). If your signature uses a different font, edit it to match your new default, or delete it and create a new one with the font you want. Another common cause is using a template or stationery that has its own font built in — in that case, you will need to edit the template itself.

Frequently Asked Questions

Will my recipients see the font I chose?

Usually yes, but not always. If you use a common font like Arial or Calibri, almost everyone will see it. If you use an uncommon font and the recipient does not have it installed, their email program will substitute a different font. Outlook can embed uncommon fonts in the message, but this does not work in all email clients.

Can I set different fonts for different contacts?

Not automatically. Outlook does not have a built-in feature to use one font for certain people and another font for others. You would need to manually change the font each time before sending, or create separate signatures with different fonts and choose which one to use for each message.

Does changing my default font affect emails I already sent?

No. Your default font setting only affects new messages you compose from that point forward. Emails you have already sent will not change, and emails you received will not change. The setting is forward-looking only.

What if my company requires a specific font?

Set that font as your default using the steps above. If your company also requires a signature with specific formatting, ask your IT department whether they have a signature template you should use instead — templates sometimes override default font settings, so using the official template ensures consistency across your organization.

Can I use different fonts in different parts of one email?

Yes. After you start composing a message, select the text you want to change and use the font dropdown in the compose toolbar to change just that section. Your default font applies to new text you type, but you can override it for any portion of the message before sending.