How To Set Default Font In Outlook

Tired of changing the font every time you write an email? Setting a default font in Outlook is a simple change that saves time and makes your messages look more professional and consistent. This guide shows you exactly how to set your preferred font, size, and color for new emails, replies, and forwards. Whether you use Outlook on a Windows PC, a Mac, or on the web, these clear steps will help you customize your settings in just a few minutes, ensuring every email you send reflects your personal or brand style.

Fast Answer

For Windows: Go to File > Options > Mail > Stationery and Fonts.
For Mac: Go to Outlook > Settings (or Preferences) > Fonts.
For Web: Go to Settings > View all Outlook settings > Mail > Compose and reply.

5 Minutes Time needed

Beginner Difficulty

Platform Differences Watch out for

Before You Start

An active Microsoft Outlook account.
Access to your email through the Outlook desktop application or Outlook on the web.
Knowledge of which version of Outlook you are using (e.g., Microsoft 365 on Windows, Outlook for Mac).

Check first: The steps to change your default font are different for the Windows desktop app, the Mac app, and the web version. This guide covers all three, so be sure to follow the instructions for the platform you use.

Step-by-Step Instructions

We'll start with the most common version of Outlook, the desktop application for Windows that is part of a Microsoft 365 subscription. Following that, you'll find instructions for Outlook on a Mac and Outlook on the web.

Step 1: Open the File Menu in Outlook for Windows

First, launch the Outlook application on your Windows computer. Once it's open and you can see your inbox, look at the top-left corner of the window. You will see a series of tabs like "Home," "Send/Receive," and "Folder." Click on the File tab to open the main menu, often called the "Backstage view."

Step 2: Navigate to Outlook Options

After clicking "File," a new panel will appear on the left side of your screen with options like "Info," "Open & Export," and "Save As." At the very bottom of this list, you will find Options. Click it. This will open a new pop-up window titled "Outlook Options," which is the central hub for customizing the application.

Step 3: Go to the Mail Settings Section

In the "Outlook Options" window, you'll see another list of categories on the left. Find and click on the Mail category. This section contains all the settings related to how you compose, send, and receive emails.

Step 4: Access Stationery and Fonts

With the "Mail" category selected, look to the right panel. Find the section labeled "Compose messages." Inside this section, you will see a button labeled Stationery and Fonts.... Click this button to open the "Signatures and Stationery" window, where you can control the appearance of your emails.

Step 5: Set the Font for New Mail Messages

In the "Signatures and Stationery" window, make sure you are on the Personal Stationery tab. You will see three main sections for setting fonts. Let's start with the first one: New mail messages. Click the Font... button next to it.

A new "Font" dialog box will open. Here you can choose your desired font (e.g., Arial, Calibri, Times New Roman), font style (Regular, Italic, Bold), size (11 or 12 point is standard), and font color. Once you've made your selections, click OK to confirm them.

Tip: Stick with common, web-safe fonts like Calibri, Arial, Verdana, or Georgia. If you choose a rare font, it may not be installed on your recipient's computer, and their email client will substitute it with a different one.

Step 6: Set the Font for Replies and Forwards

Next, you'll want to set the font for your replies. Back in the "Signatures and Stationery" window, find the section for Replying or forwarding messages and click its corresponding Font... button. You can choose the same font as your new messages for consistency, or you can select a different one.

Some people prefer to use a different color (like blue or gray) for replies to make their text stand out from the original message thread. This is a personal preference, but it can improve readability in long email chains. After making your choice, click OK.

Step 7: Configure the Plain Text Font (Optional)

The third option is for Composing and reading plain text messages. Plain text emails contain no formatting at all—no bold, no italics, no colors. While most emails today are sent in HTML format, you will occasionally receive or reply to plain text messages. You can set a default font and size here for how these messages appear on your screen. This setting affects your reading experience more than what the recipient sees. Click the Font... button, choose a simple, readable font like Courier New or Consolas, and click OK.

Step 8: Save and Apply All Changes

Once you are happy with your font selections for all three categories, you need to save everything. Click OK on the "Signatures and Stationery" window. This will take you back to the "Outlook Options" window. Click OK again on this window to close it and apply your new default font settings across the application.

Step 9: Test Your New Default Font Settings

The final step is to make sure your changes worked. In the main Outlook window, click the New Email button. The new message window should open with your chosen default font, size, and color already selected. You can also find an old email, click "Reply," and verify that your default reply font is active. If everything looks correct, you're all set!

How to Set the Default Font in Outlook for Mac

The process on a Mac is more direct. Open the Outlook application. In the menu bar at the top of the screen, click Outlook, then select Settings (or Preferences in older versions). In the Settings window, click on Fonts. Here you will see options to set the default font for New mail and for Reply or forward. You can also set the font for plain text. Adjust these to your liking and close the window to save the changes.

How to Set the Default Font in Outlook on the Web

If you use Outlook in a web browser (at Outlook.com), the settings are in a different place. First, log in to your account. Click the gear icon (Settings) in the top-right corner. At the bottom of the panel that appears, click View all Outlook settings. In the new window, select Mail from the left menu, then click Compose and reply. You'll find a "Message format" section with a text editor. Use the dropdown menus and buttons to select your default font family, size, and style. Click the Save button at the bottom to apply your changes.

Quick Reference

Situation	Use this	Why
Using Outlook on Windows	File > Options > Mail > Stationery and Fonts...	This path leads to the comprehensive settings panel for the full desktop client.
Using Outlook on Mac	Outlook > Settings (or Preferences) > Fonts	The Mac version centralizes appearance settings in a more streamlined menu.
Using Outlook on the Web	Settings (gear icon) > View all Outlook settings > Mail > Compose and reply	All web app settings are managed through this central dashboard.

Common Problems When You Set Default Font in Outlook

Your Font Choice Reverts or Won't Save

If you set a default font but it doesn't seem to "stick," the most common cause is a corporate policy. Many organizations use Group Policies to enforce a standard email format, which can override your personal settings. In this case, you will need to contact your IT department. In rare cases, a corrupted Outlook profile can cause this issue, and creating a new profile might resolve it.

The Font Looks Different to Your Recipient

This happens when you use a font that is installed on your computer but not on the recipient's. To avoid this, stick to universal, "web-safe" fonts like Arial, Calibri, Verdana, Georgia, or Times New Roman. These fonts are available on nearly all Windows and Mac computers, ensuring your message looks the way you intended.

Your Default Font Isn't Used in Replies to Plain Text Emails

This is expected behavior. When you reply to a plain text email, Outlook maintains the plain text format by default to preserve the original thread's integrity. Your custom HTML formatting will not be applied. If you need to use your formatted font, you must manually change the email's format to HTML by going to the "Format Text" tab and selecting "HTML."

Settings Don't Sync Between Desktop, Web, and Mobile

Font and stationery settings are considered local to each application or device. The settings you configure in your Outlook desktop app for Windows will not automatically sync to the Outlook web app or the mobile app on your phone. You must set your default font preferences independently on each platform you use.

Advanced Tips for Outlook Fonts

Use Themes for a Coordinated Look

In the same "Signatures and Stationery" window on the Windows desktop app, you'll see a Theme... button. An Outlook Theme goes beyond a simple font choice, applying a coordinated set of fonts, colors, and even background graphics to your emails. This is a great way to create a polished and professional look with minimal effort.

Harmonize Your Signature Font

Your email signature is a separate element with its own formatting. If you want your signature font to match your new default email font, you must edit it separately. In the "Signatures and Stationery" window, click the Signatures... button, select the signature you want to edit, and use the formatting toolbar in the editor to change its font to match.

Choose Fonts for Readability

When selecting a font, prioritize readability. For on-screen reading, sans-serif fonts (fonts without small decorative strokes, like Arial and Calibri) are generally considered easier on the eyes than serif fonts (like Times New Roman). An 11pt or 12pt font size is a safe and accessible choice for most audiences.

How To Set Default Font In Outlook FAQ

Can I set a different default font for each email account in Outlook?

The default font setting in Outlook is application-wide and applies to all accounts configured in that instance of the application. You cannot set a different default font per account. However, you can create different signatures for each account, and each signature can have its own unique font and formatting, which can serve as a useful workaround.

Can I set the default font in the Outlook mobile app?

Currently, the Outlook mobile apps for iOS and Android do not support setting a default font. Formatting options, such as bolding text or changing font color, are available on the composition toolbar but must be applied manually for each email. The mobile apps are designed for quick communication and have more limited formatting capabilities than their desktop counterparts.

What is the difference between HTML, Plain Text, and Rich Text formats?

HTML (Hypertext Markup Language) is the standard for modern emails. It supports full formatting, including different fonts, colors, sizes, images, and links. Your default font settings apply to HTML messages. Plain Text is just raw text with no formatting whatsoever. It is the most compatible format but looks very basic. Rich Text Format (RTF) is a Microsoft-specific format that supports some formatting but is not always compatible with non-Outlook email clients, so it's best to avoid it unless you know all your recipients use Outlook.

Final Checklist for Setting Your Default Outlook Font

Identify which version of Outlook you are using (Windows, Mac, or Web).
Follow the correct navigation path to access the font settings for your platform.
Choose and set a font for new messages.
Choose and set a font for replies and forwards.
Optionally, configure the font for reading and composing plain text messages.
Save your changes by clicking "OK" or "Save" until all settings windows are closed.
Create a new email to test that your default font is working correctly.
Reply to an existing HTML email to confirm the reply font is also correct.