Changing the font in Outlook allows you to personalize your professional correspondence. If you have ever wondered how to change the font in outlook, you are in the right place. This guide will walk you through every method, from adjusting default settings to tweaking individual messages.
Outlook offers several ways to customize fonts. You can set a default font for all new emails, change fonts for replies and forwards, or adjust fonts for specific messages. The process is slightly different depending on whether you use Outlook for Microsoft 365, Outlook 2021, or Outlook on the web.
Let’s start with the most common scenario: changing the default font for all new emails you compose.
How To Change The Font In Outlook For New Messages
Setting a default font saves time and ensures consistency. Every new email you create will automatically use your chosen font, size, and style. Here is the step-by-step process for the desktop version.
Step 1: Open Outlook And Go To File
Launch Outlook on your computer. Click the File tab in the top-left corner of the ribbon. This opens the backstage view.
Step 2: Access Options
In the left-hand menu, scroll down and click Options. A new window titled “Outlook Options” will appear.
Step 3: Navigate To Mail Settings
In the Outlook Options window, select the Mail tab from the left sidebar. Look for the section labeled “Compose messages.”
Step 4: Click Stationery And Fonts
Find and click the button that says Stationery and Fonts…. This opens the “Signatures and Stationery” dialog box.
Step 5: Choose Your Fonts
You will see three font buttons under the “Personal stationery” tab:
- New mail messages – Font for emails you compose from scratch.
- Replying or forwarding messages – Font for replies and forwards.
- Composing and reading plain text messages – Font for plain text emails.
Click the Font… button next to “New mail messages.” A standard font dialog box appears.
Step 6: Select Your Preferred Font
In the font dialog, choose your desired font (e.g., Calibri, Arial, Times New Roman), font style (regular, bold, italic), and size. You can also set effects like underline or strikethrough. Click OK to confirm.
Step 7: Apply And Save
Click OK on the “Signatures and Stationery” window, then click OK on the Outlook Options window. Your default font is now set for all new messages.
This method works for Outlook 2016, 2019, 2021, and Microsoft 365. The steps are nearly identical across these versions.
How To Change The Font In Outlook For Replies And Forwards
You might want a different font for replies than for new emails. For example, you may prefer a smaller size when responding. Here is how to adjust that separately.
Follow Steps 1-4 From Above
Go to File > Options > Mail > Stationery and Fonts. The same dialog box opens.
Click The Second Font Button
Under “Replying or forwarding messages,” click the Font… button. This opens the font selection window.
Choose Your Reply Font
Select the font, style, size, and color you want for replies and forwards. Click OK to save. Now your replies will use a different font than your new messages if you set it that way.
Note: This setting applies to all replies and forwards. You cannot set different fonts for specific contacts using this method alone.
How To Change The Font In Outlook For A Single Email
Sometimes you only want to change the font for one email. This is useful for formal letters or casual notes. The process is simple and works in the compose window.
While Composing An Email
Open a new email or reply. Highlight the text you want to change. If you want to change the entire message, press Ctrl+A to select all.
Use The Formatting Toolbar
In the message window, look for the formatting toolbar above the email body. It typically shows the current font name and size. Click the font dropdown and select a new font. You can also change size, color, and style here.
Apply Changes
Once you select a new font, the highlighted text updates immediately. You can also use keyboard shortcuts like Ctrl+B for bold or Ctrl+I for italic.
This method overrides your default font for that specific email only. The next email you compose will revert to your default settings.
How To Change The Font In Outlook On The Web
Outlook on the web (OWA) has a different interface. The steps are simpler but less customizable. Here is how to change fonts in the browser version.
Open Outlook On The Web
Go to outlook.com or your organization’s webmail portal. Sign in with your credentials.
Access Settings
Click the gear icon (Settings) in the top-right corner. A sidebar opens. Scroll down and click View all Outlook settings at the bottom.
Go To Mail > Compose And Reply
In the settings window, select Mail on the left, then click Compose and reply. This page controls default font settings.
Change Default Font
Under “Message format,” you will see a dropdown for default font. Choose your preferred font from the list. You can also set default font size and style. Changes apply automatically.
Save Settings
Click Save at the top of the settings window. Your new default font is now active for all new emails in Outlook on the web.
Note: The web version does not allow separate fonts for replies vs. new messages. It uses one font for all outgoing emails.
How To Change The Font In Outlook For Mac
Outlook for Mac has a slightly different layout. The process is still straightforward. Here is how to change fonts on a Mac.
Open Outlook For Mac
Launch the application. Click Outlook in the top menu bar, then select Preferences.
Click Fonts
In the Preferences window, find and click the Fonts icon. This opens the font settings panel.
Set Fonts For Different Message Types
You will see three dropdowns:
- New mail messages
- Replies and forwards
- Plain text messages
Click each dropdown and select the font, size, and style you want. Changes take effect immediately.
Close Preferences
Close the Fonts window and the Preferences window. Your new fonts are now active.
Outlook for Mac also allows you to change fonts for individual emails using the formatting toolbar, just like the Windows version.
How To Change The Font In Outlook For Mobile
The Outlook mobile app (iOS and Android) has limited font customization. You cannot set a default font. However, you can change fonts in individual emails.
Compose A New Email
Open the Outlook app and tap the compose button (pencil icon).
Select Text
Tap and drag to highlight the text you want to change. A formatting toolbar appears above the keyboard.
Change Font
Tap the Font icon (usually an “A” with a pencil). You can choose from a few font options like Default, Monospace, or Serif. You can also change size, bold, italic, and color.
This method only works for the current email. The mobile app does not support default font changes as of now.
How To Change The Font In Outlook Using Keyboard Shortcuts
Keyboard shortcuts speed up font changes. Here are the most useful ones for Outlook on Windows.
- Ctrl+Shift+F – Open the font dialog box for selected text.
- Ctrl+B – Toggle bold.
- Ctrl+I – Toggle italic.
- Ctrl+U – Toggle underline.
- Ctrl+] – Increase font size.
- Ctrl+[ – Decrease font size.
These shortcuts work in the compose window. They are handy for quick adjustments without using the mouse.
How To Change The Font In Outlook For Plain Text Messages
Plain text messages ignore most formatting. However, you can set a default font for plain text emails in Outlook. This font only applies to the compose window, not the actual message.
Go To Stationery And Fonts
Follow the same steps as before: File > Options > Mail > Stationery and Fonts.
Click The Third Font Button
Under “Composing and reading plain text messages,” click Font…. Choose your preferred font. This font will be used when composing plain text emails, though recipients may see it differently.
Note: Plain text emails do not support rich formatting. The font you set only affects how you see the text while composing.
How To Change The Font In Outlook For Signatures
Your email signature can also have a custom font. This is separate from your default message font. Here is how to set it.
Open Signature Settings
Go to File > Options > Mail > Signatures. The “Signatures and Stationery” window opens.
Edit Or Create A Signature
Select an existing signature or create a new one. In the editing box, highlight the text you want to format. Use the formatting toolbar above the box to change font, size, color, and style.
Save Your Signature
Click Save and then OK. Your signature will now use the custom font when inserted into emails.
You can create multiple signatures with different fonts for different purposes.
How To Change The Font In Outlook For Calendar Items
Outlook also allows font changes for calendar appointments and meetings. The process is similar to email fonts.
Go To Calendar Options
Click File > Options > Calendar. Scroll down to the “Calendar options” section.
Click Font
Find the Font button under “Calendar options.” Click it to open the font dialog. Choose your preferred font for calendar items.
Apply And Save
Click OK on the font dialog, then OK on the Options window. Your calendar items will now use the new font.
This setting affects the appearance of appointments in the calendar view, not the email notifications.
Troubleshooting Font Changes In Outlook
Sometimes font changes do not work as expected. Here are common issues and fixes.
Font Not Applying To Replies
If your default font does not apply to replies, check the “Replying or forwarding messages” setting. You may have set a different font there. Ensure it matches your preference.
Font Changes Not Saving
Close Outlook completely and reopen it. Sometimes settings require a restart. If the problem persists, check for add-ins that might override font settings.
Recipients See Different Fonts
Outlook uses HTML formatting. If the recipient uses a different email client, they may see a fallback font. Use common web-safe fonts like Arial or Calibri to minimize issues.
Font Size Too Small Or Large
Adjust the default font size in the font dialog. You can also use the zoom slider in the reading pane for temporary changes.
Frequently Asked Questions
How do I change the font in Outlook for all emails?
Go to File > Options > Mail > Stationery and Fonts. Set the font for “New mail messages” and “Replying or forwarding messages.” This changes fonts for all emails.
Can I change the font in Outlook without changing the default?
Yes. While composing an email, highlight the text and use the formatting toolbar to change the font. This only affects that specific message.
Why is my font change not showing in Outlook?
Check if you are using plain text format. Plain text does not support font changes. Also, ensure you saved the settings and restarted Outlook if needed.
How to change the font in Outlook for Mac?
Open Outlook > Preferences > Fonts. Choose fonts for new messages, replies, and plain text. Changes apply immediately.
Is there a way to change the font in Outlook on the web?
Yes. Go to Settings > View all Outlook settings > Mail > Compose and reply. Change the default font from the dropdown menu.
Final Tips For Font Customization In Outlook
Changing fonts in Outlook is a simple way to make your emails more readable and professional. Stick to clean, standard fonts for business communication. Avoid overly decorative fonts that might not display correctly on all devices.
Experiment with different sizes. A font size of 10 or 11 points is standard for most emails. Larger sizes work well for headings or emphasis.
Remember that font changes in Outlook apply to your outgoing messages. Incoming emails will still display in the sender’s chosen font. You cannot change how others’ emails appear.
If you share a computer, font settings are tied to your Outlook profile. Each user can have their own preferences without affecting others.
By mastering how to change the font in outlook, you gain control over your email appearance. This small customization can enhance readability and reflect your personal style.
Try setting a default font today. It takes only a few minutes and makes a big difference in your daily email experience. Whether you prefer Calibri, Arial, or something else, Outlook gives you the flexibility to choose.
For advanced users, consider creating multiple signatures with different fonts for different contexts. You can also use themes to change the overall look of Outlook, including fonts in the interface itself.
Outlook’s font settings are robust but not perfect. If you encounter issues, refer to the troubleshooting section above. Most problems have simple solutions.
Now you have all the knowledge needed to customize fonts in Outlook. Start with the default font, then explore other options as needed. Your emails will look exactly how you want them to.
Remember to save your settings after making changes. A quick restart of Outlook ensures everything is applied correctly. Happy emailing!