Switching the default font in Outlook 365 ensures all new emails match your preferred typeface. But if you want to make specific words or sentences stand out, you need to know how to change font color in outlook. This guide walks you through every method, from the desktop app to the web version, so you can highlight text exactly how you want.
Changing font color in Outlook is a simple task once you know where to look. Whether you are composing a new message or replying to an existing one, the color options are always within reach. Let’s break it down step by step.
How To Change Font Color In Outlook
This section covers the core steps for the desktop version of Outlook (Office 365 and 2021). The process is nearly identical across recent versions, so you can follow along without confusion.
Step 1: Open A New Email Or Reply
Start by opening Outlook on your computer. Click “New Email” from the top-left corner, or double-click an email in your inbox to reply. A new message window will appear.
Once the window is open, you will see the formatting toolbar at the top. This toolbar contains all the text options you need, including font color.
Step 2: Select The Text You Want To Change
Click and drag your mouse over the text you want to recolor. If you want to change the color of text you haven’t typed yet, simply place your cursor where you will start typing. The color change will apply to new text.
For existing text, highlight it fully. Partial highlighting works too, but the color change only applies to the selected portion.
Step 3: Find The Font Color Button
Look for the “Font Color” button in the toolbar. It looks like a letter “A” with a colored bar underneath it. It is usually located in the “Basic Text” section of the ribbon.
If you don’t see it immediately, the button might be hidden under a small arrow or “More” menu. Click the arrow to expand the toolbar options.
Step 4: Choose Your Color
Click the small arrow next to the Font Color button. A dropdown menu appears with standard colors like black, red, blue, and green. Click any color to apply it to your selected text.
If you need a specific shade, click “More Colors” at the bottom of the menu. A new window opens where you can pick from a palette or enter a custom hex code.
Step 5: Apply The Color
After selecting the color, the text instantly changes. If you are happy with the result, continue typing or close the window. The color stays applied until you change it again.
Remember, if you close the email without sending, the color change is lost. Always save a draft if you plan to finish later.
Changing Font Color In Outlook Web App
The web version of Outlook works a bit differently. The interface is simpler, but the steps are still straightforward. Here is how to do it in Outlook.com or Office 365 online.
Step 1: Compose A New Message
Log into your Outlook web account. Click “New message” in the top-left corner. A composition pane opens on the right side of the screen.
Type your message or paste existing text. The formatting toolbar appears at the bottom of the composition pane, not the top like in the desktop app.
Step 2: Highlight The Text
Select the text you want to recolor. Click and drag over it, or double-click a single word. For new text, place the cursor where you want to start.
Step 3: Access Font Color Options
In the toolbar at the bottom, look for the “Font color” icon. It looks like an “A” with a colored underline. Click it to see a small color palette.
If you don’t see the icon, click the three dots (More options) to expand the toolbar. The font color option is usually near the font size and bold buttons.
Step 4: Pick A Color
Choose from the standard colors displayed. For more options, click “More colors” at the bottom of the palette. A pop-up lets you select a custom shade using sliders or a hex code.
Once selected, the text updates immediately. You can also change the color of the entire message by selecting all text (Ctrl+A) before picking a color.
Changing Font Color In Outlook For Mac
Outlook for Mac has a slightly different layout, but the functionality is the same. Here is how to change font color on a Mac computer.
Step 1: Open A New Message
Launch Outlook on your Mac. Click “New Email” in the top menu or use the keyboard shortcut Command+N. A new message window opens.
Step 2: Locate The Formatting Toolbar
The toolbar is at the top of the message window. It includes buttons for bold, italic, underline, and font color. The font color button looks like an “A” with a color bar.
If the toolbar is hidden, click the “Format” menu in the top bar and select “Show Fonts” or “Font” to bring up the options.
Step 3: Select And Change Color
Highlight the text you want to change. Click the font color button and choose a color from the dropdown. For custom colors, click “Show Colors” or “Color Palette” to open a full picker.
Apply the color and continue typing. The change is immediate and stays until you modify it again.
Using Keyboard Shortcuts For Font Color
Keyboard shortcuts can speed up the process. Unfortunately, Outlook does not have a built-in shortcut for font color. But you can create one or use a workaround.
Workaround With Quick Access Toolbar
Add the font color button to your Quick Access Toolbar (QAT). Right-click the font color button in the ribbon and select “Add to Quick Access Toolbar.” Now you can press Alt+1 (or the number assigned) to open the color menu.
This method is not a true shortcut, but it reduces clicks. You still need to select the color manually.
Using Macros For Advanced Users
If you are comfortable with VBA, you can create a macro that applies a specific color. Go to View > Macros > View Macros, create a new macro, and paste code like:
Selection.Font.Color = RGB(255, 0, 0)
This changes selected text to red. Assign the macro to a keyboard shortcut for quick access.
Setting A Default Font Color For All Emails
If you want every new email to use a specific font color, change the default settings. This saves time if you always use the same color.
In Outlook Desktop
Go to File > Options > Mail. Click “Stationery and Fonts.” In the “New mail messages” section, click “Font.” Choose your desired color from the dropdown and click OK.
Repeat for “Replying or forwarding messages” if you want those to use the same color. Click OK to save changes.
In Outlook Web
Click the gear icon (Settings) in the top-right corner. Select “View all Outlook settings.” Go to Mail > Compose and reply. Under “Message format,” click “Font” and choose a color. Save the changes.
Note that this only applies to new messages, not replies or forwards. For those, you need to set them separately.
Troubleshooting Common Font Color Issues
Sometimes the font color does not change as expected. Here are common problems and fixes.
Color Not Applying To Selected Text
Make sure the text is actually selected. If you click away, the selection is lost. Also, check if the text has existing formatting that overrides your change. Use the “Clear All Formatting” button (eraser icon) to reset.
Color Changes After Sending
If the recipient sees a different color, their email client may not support custom colors. Stick to standard web-safe colors like black, blue, or red for best compatibility.
Font Color Button Is Grayed Out
This happens when you are in a plain text email. Switch to HTML format by going to Format Text > HTML. The font color button becomes active.
Using Font Color For Emphasis And Readability
Changing font color is not just for aesthetics. It helps readers quickly spot important information. Use red for urgent items, green for approvals, and blue for links.
But avoid using too many colors in one email. Stick to two or three maximum to prevent visual clutter. Also, ensure contrast with the background for accessibility.
FAQ: Common Questions About Font Color In Outlook
How Do I Change Font Color In Outlook For A Single Word?
Highlight the word, click the font color button, and choose a color. The change applies only to that word.
Can I Change Font Color In Outlook Without Selecting Text?
Yes. Place your cursor where you want to start typing, pick a color, and type. The color applies to new text until you change it again.
Why Does My Font Color Reset After Sending?
Outlook uses your default font for new messages. If you changed the color manually, it only applies to that specific email. Set a default color if you want consistency.
How Do I Change Font Color In Outlook For Mobile?
In the Outlook mobile app, tap the formatting icon (paintbrush) while composing. Select “Font color” and choose from the palette. It works similarly to the desktop version.
Is There A Way To Change Font Color For All Replies?
Yes. Go to File > Options > Mail > Stationery and Fonts. Under “Replying or forwarding messages,” set your preferred color. This applies to all replies.
Advanced Tips For Font Color Management
For power users, here are extra tricks to master font color in Outlook.
Using Conditional Formatting
Outlook can automatically color emails based on sender or subject. Go to View > View Settings > Conditional Formatting. Create a rule to highlight messages with specific text in a chosen color.
This does not change the font color of your outgoing emails, but it helps organize your inbox.
Copying Color From Other Sources
If you see a color you like in a website or document, note the hex code (e.g., #FF5733). In Outlook’s “More Colors” menu, paste the code to match exactly.
Using Themes For Consistent Colors
Outlook themes affect font colors in the interface, not your emails. But you can create a custom theme with your preferred color scheme for a unified look.
Final Thoughts On Changing Font Color In Outlook
Knowing how to change font color in outlook is a small but powerful skill. It makes your emails more engaging and helps convey tone. Whether you use the desktop app, web version, or mobile, the steps are intuitive.
Practice with different colors to see what works best for your communication style. And remember, less is often more when it comes to color in professional emails.
If you run into issues, refer back to the troubleshooting section. Most problems are easy to fix with a few clicks. Now you can confidently add a splash of color to your next message.