How To Change The Default Font On Outlook : Default Outlook Font Configuration

by

The default font in Outlook sets the tone for all the messages you compose. If you’re wondering how to change the default font on Outlook, you’ve come to the right place. Whether you prefer a cleaner look, a larger size, or a specific style, adjusting this setting is straightforward. This guide walks you through every version of Outlook—desktop, web, and mobile—so you can customize your emails quickly.

Many people stick with the default font because they don’t know it’s changeable. But once you learn the steps, you’ll wonder why you didn’t do it sooner. Let’s dive into the details.

How To Change The Default Font On Outlook

Before we get into the step-by-step, understand that the default font applies to new messages, replies, and forwards. You can set it once and forget it. The process varies slightly between Outlook versions, but the core idea remains the same.

Change Default Font In Outlook Desktop (Windows)

This is the most common version. Follow these steps carefully.

  1. Open Outlook on your Windows computer.
  2. Click on File in the top-left corner.
  3. Select Options from the left-hand menu.
  4. In the Outlook Options window, click Mail.
  5. Under the “Compose messages” section, click Stationery and Fonts.
  6. A new window opens with three font options: New mail messages, Replying or forwarding messages, and Composing and reading plain text messages.
  7. Click the font button next to each option to set your preferred font, size, style, and color.
  8. Click OK to save each font change.
  9. Click OK again to close the Stationery and Fonts window.
  10. Finally, click OK in the Outlook Options window.

That’s it. Your new default font will apply to all future emails. Note that existing drafts won’t change.

Change Default Font In Outlook For Mac

Mac users have a slightly different interface. Here’s how to do it.

  1. Open Outlook on your Mac.
  2. Click Outlook in the top menu bar.
  3. Select Preferences.
  4. Under “Email,” click Fonts.
  5. You’ll see three sections: New mail messages, Replies and forwards, and Plain text messages.
  6. Click the font dropdown or button for each section.
  7. Choose your desired font, size, and style.
  8. Close the Fonts window when done.

Your changes save automatically. Test by composing a new message.

Change Default Font In Outlook On The Web

Outlook Web App (OWA) is used by many for work or personal accounts. The process is simple.

  1. Log in to Outlook on the web (outlook.com or your work portal).
  2. Click the Settings gear icon in the top-right corner.
  3. Scroll down and click View all Outlook settings at the bottom.
  4. In the Settings panel, go to Mail > Compose and reply.
  5. Under “Message format,” find the Font section.
  6. Click the dropdown to select your preferred font and size.
  7. Optionally, set a default font for plain text messages.
  8. Click Save at the top of the panel.

Your changes take effect immediately. New emails will use the selected font.

Change Default Font In Outlook Mobile App

The mobile app doesn’t have a direct “default font” setting. However, you can adjust font size in the app’s display settings. This affects all text, not just emails.

  1. Open the Outlook app on your iPhone or Android.
  2. Tap your profile picture or initials in the top-left corner.
  3. Tap the Settings gear icon.
  4. Scroll to Display or Font size.
  5. Adjust the slider to your preferred size.

This won’t change the font style, but it makes reading and composing easier. For full font control, use the desktop or web version.

Tips For Choosing The Right Default Font

Not all fonts are created equal for email. Consider these factors.

  • Readability: Stick with clean, sans-serif fonts like Arial, Calibri, or Verdana.
  • Size: 11pt or 12pt is standard. Avoid tiny fonts that strain eyes.
  • Color: Black or dark gray works best. Avoid bright colors for body text.
  • Consistency: Use the same font across all messages for a professional look.

Also, remember that recipients may see your font differently if they don’t have it installed. Stick with common fonts to avoid issues.

Common Issues When Changing Default Font

Sometimes the change doesn’t stick. Here are fixes.

  • Check if you’re using a template: Some organizations enforce a corporate font. Contact IT if you can’t override it.
  • Restart Outlook: Changes often apply after a restart.
  • Clear cache: In Outlook on the web, clear browser cache and try again.
  • Update Outlook: Older versions may have bugs. Update to the latest.

If none of these work, try the steps again carefully. One missed click can undo everything.

How To Set A Default Font For Replies And Forwards Separately

You might want a different font for new messages versus replies. Outlook allows this.

In the Stationery and Fonts window (Windows), you see three options. Set each one independently. For example, use Calibri 11pt for new messages and Arial 10pt for replies. This is useful if you want replies to look slightly different.

On Mac, the same three sections exist in Fonts preferences. On the web, you only get one font for all messages. Workarounds are limited.

Why Your Default Font Might Not Apply To All Emails

Sometimes recipients see a different font. This happens if:

  • They use plain text mode: Plain text ignores your font settings.
  • They have custom settings: Their email client overrides your font.
  • You’re replying to an HTML email: The original formatting may persist.

To ensure consistency, use HTML format for your emails. Outlook defaults to HTML, but check if you accidentally switched to plain text.

How To Reset Default Font To Original Settings

If you want to go back to Outlook’s original font (usually Calibri 11pt), follow the same steps and select that font. Alternatively, you can reset all settings in Outlook Options, but that affects other preferences too.

On the web, simply change the font back to the default. No reset button exists, but it’s easy to undo.

Using Keyboard Shortcuts To Change Font Quickly

While composing an email, you can change font on the fly. Select the text and use Ctrl+Shift+F (Windows) or Cmd+Shift+F (Mac) to open the font dialog. This doesn’t change the default, but it’s handy for one-off changes.

For permanent changes, stick with the settings menu.

How To Change Default Font For Plain Text Messages

Plain text messages ignore most formatting. However, you can set a default font for plain text in Outlook desktop. In the Stationery and Fonts window, click the font button under “Composing and reading plain text messages.” This font only applies when you compose in plain text mode.

On the web, plain text font is set separately in the Compose and reply settings. Look for “Plain text font” and choose your preference.

How To Change Default Font For Specific Email Accounts

If you have multiple accounts in Outlook, the default font applies to all. There’s no per-account setting. To work around this, create separate Outlook profiles or use rules to apply formatting. This is advanced and not recommended for most users.

Alternatively, use different signatures for each account, but that doesn’t change the font.

How To Change Default Font In Outlook 365

Outlook 365 (the subscription version) works the same as Outlook desktop. Follow the Windows or Mac steps above. The interface is identical to standalone Outlook 2019 or 2021.

For Outlook 365 on the web, the steps are the same as OWA. No special considerations.

How To Change Default Font In Outlook 2016 And 2019

These versions are nearly identical. The steps for Windows and Mac apply. The only difference is the look of the Options window, but the buttons are in the same place.

If you’re using Outlook 2010 or 2013, the process is similar but the interface is older. Look for “Mail Format” tab instead of “Mail.”

How To Change Default Font In Outlook For A Specific Template

Some users create email templates with custom fonts. To change the default font in a template, open the template, modify the font, and save it. This doesn’t affect the global default, but it’s useful for recurring emails.

To create a template: Compose a new message, set the font, then go to File > Save As > Outlook Template. Use this template for future emails.

How To Change Default Font In Outlook Using Group Policy

IT administrators can enforce fonts via Group Policy. If you’re a user, you can’t override this. Contact your IT department if you need a different font.

For personal use, Group Policy doesn’t apply.

Frequently Asked Questions

1. Why does my default font keep reverting in Outlook?

This can happen if your Outlook profile is corrupted or if you have conflicting add-ins. Try repairing Office or disabling add-ins. Also, check if your organization enforces a font policy.

2. Can I change the default font for only new emails, not replies?

Yes. In the Stationery and Fonts window, set different fonts for “New mail messages” and “Replying or forwarding messages.” This gives you separate control.

3. How do I change the default font in Outlook for a shared mailbox?

Shared mailboxes use the same settings as your primary mailbox. You cannot set a different font for a shared mailbox. Workaround: Use a signature with the desired font.

4. Does changing the default font affect sent emails?

No. The change only applies to new messages you compose after the change. Sent emails remain as they were sent.

5. What is the best font for professional emails in Outlook?

Calibri, Arial, or Verdana in 11pt or 12pt are safe choices. Avoid decorative fonts like Comic Sans or script fonts.

Now you have all the tools to customize your Outlook experience. Start by picking a font that feels right for your workflow. Small changes like this can make daily email management more pleasant.

Remember, the steps are simple once you know where to look. Bookmark this guide for future reference. If you run into issues, revisit the troubleshooting tips above. Happy emailing!