How To Change Font In Outlook

Changing the font in Outlook makes your emails easier to read and gives them a more professional look. This guide covers how to change the default font for new messages, replies, and plain text emails, plus how to adjust font size and style on the fly. The main caution is that Outlook has separate font settings for different message types, so you need to update each one to see consistent results.

Fast Answer

Main setting: File > Options > Mail > Stationery and Fonts
Default font: Calibri, 11 pt is the standard choice

5 minutes Time needed

Beginner Difficulty

Separate settings Watch out for

Before You Start

Outlook for Windows or Outlook for Mac installed and signed in to your email account
Access to the File menu and Options panel in Outlook
A test contact or your own email address to send a check message
No technical experience needed, this is a menu-based process with no risky steps

Check first: Your organisation may lock font settings with group policies. If the font does not change after following these steps, contact your IT support team before troubleshooting further.

Step-by-Step Instructions

Open Outlook and Access the Options Menu

Start Outlook on your computer. Look at the top-left corner and click the File tab in the ribbon menu. This opens the backstage view with account and settings options.

In the left-hand sidebar, scroll down and click Options. A new window called Outlook Options will appear. This is the control centre for all program behaviour, including fonts, signatures, and mail layout.

Tip: If you cannot see the File tab, press the Alt key on your keyboard to reveal the menu bar, then click File.

Navigate to Mail Settings

In the Outlook Options window, click Mail in the left column. This section controls everything related to composing, sending, and receiving messages.

Scroll down the right panel until you find the Compose messages section. Here you will see a button labelled Stationery and Fonts. Click it to open the font configuration window.

Tip: If you have a smaller screen, use the scroll wheel on your mouse to move down quickly to the Compose messages area.

Understand the Three Font Categories

The Signatures and Stationery window has three sections under the Personal Stationery tab. Each one controls a different type of email. The first is New mail messages, which sets the font for brand new emails you create. The second is Replying or forwarding messages, which applies when you respond to received emails. The third is Composing and reading plain text messages, for emails without formatting.

You must set a font in each category if you want a consistent look across all your email activities. Many users only change the first one and then wonder why replies look different.

Check first: The plain text category controls emails sent without HTML formatting. If you prefer plain text to avoid tracking pixels, set your font here too.

Set the Default Font for New Mail Messages

Click the Font button next to New mail messages. A standard font dialog box will open with three tabs: Font, Character Spacing, and Text Effects. Stick with the Font tab for most changes.

Choose a font style from the list, such as Calibri, Segoe UI, or Arial for a clean modern look. Set the size to 11 or 12 points for comfortable reading. You can also select a colour and add bold or italic as preferred. Click OK to save this setting.

Tip: Choose a font size of 12 if your recipients often read emails on phones. Larger text reduces zooming and improves readability.

Set the Font for Replies and Forwards

Next, click the Font button next to Replying or forwarding messages. This opens the same font dialog box. Select the same font and size you chose for new messages to keep consistency.

If you want replies to look visually distinct, you could choose a slightly different colour, such as a dark grey, but most users keep everything the same. Click OK to confirm your choice.

Tip: Matching reply fonts to new message fonts prevents confusion when you manage long email threads.

Set the Font for Plain Text Emails

Click the Font button next to Composing and reading plain text messages. This setting affects emails where formatting is stripped out, such as messages sent to recipients who use text-only clients.

Choose the same font family and size for uniformity. The options are identical to the previous dialogs. Click OK, then click OK again to close the Signatures and Stationery window, and finally click OK to close Outlook Options.

Tip: Plain text fonts matter because some email security filters or non-major email clients convert HTML emails to plain text automatically.

Test Your New Font Settings

Close the Options window and return to your main Outlook inbox. Click New Email in the top-left of the ribbon to open a compose window. Type a few words and check that the font matches your chosen style in the formatting toolbar.

Send a test message to your own email address or a colleague. Also open an existing email and click Reply to confirm the reply font has updated correctly. This verification step takes two minutes and prevents surprises later.

Tip: Use Ctrl+R to quickly open a reply on the currently selected email to test your reply font.

Change Font for a Single Email or Selection

When you want to change the font for just one message, open a new email and click inside the body area. On the Format Text tab in the ribbon, you will see a Font dropdown menu and a size dropdown. Make your choice to apply it immediately.

To change only a portion of the text, highlight the desired section with your mouse, then select a different font from the toolbar. This works for both new emails and replies without altering your default settings.

Tip: Press Ctrl+A to select all text in the email body if you want to change the entire message font in one go.

Adjust the Default Font for Outlook on Mac

Mac users have a slightly different path. Open Outlook and click Outlook in the top menu bar, then select Preferences from the dropdown. This opens the Outlook Preferences window.

Click Fonts in the list of settings. You will see the same three categories for new mail, replies, and plain text. Click the font dropdown next to each category and adjust the font, size, and style. The choices sync automatically when you select them.

Tip: On Mac, the font preview updates in real time, so you can see exactly what your recipients will see before you send.

Quick Reference

Situation	Use this	Why
New emails look wrong	File > Options > Mail > Stationery and Fonts > New mail messages	This sets the default for everything you compose from scratch
Replies keep switching back	Stationery and Fonts > Replying or forwarding messages	Outlook uses this separate setting; it is easy to miss
Plain text emails are hard to read	Stationery and Fonts > Composing and reading plain text messages	Text-only emails need their own font choice
One-off font change needed	Format Text ribbon tab	Overrides defaults only for the current email
Mac user	Outlook > Preferences > Fonts	Mac menu path is different from Windows

Common Problems When You Change Font In Outlook

Font changes do not stick after restarting Outlook. This usually happens when group policies from work override local settings. Check with your IT team to see if font controls are managed centrally. Alternatively, you may need to close and reopen Outlook for changes to take full effect.

Replies show the original sender font instead of yours. Outlook tries to match the theme of the original message when you compose a reply. To force your own font, change the reply font setting to your preferred style and disable topic-based reply styling. Look for the Use the following font in replies and forwards option in the same Stationery and Fonts window.

Font size appears larger or smaller on mobile devices. Most email apps let users adjust text size manually, but 12-point fonts generally look consistent across platforms. If your emails look tiny on phones, bump the default size to 12 or 14 for better readability.

You see a different font when sending to specific recipients. Some people write in HTML with inline styles that override your defaults. This is rare but can happen when users copy content from websites directly into an email.

Advanced Tips for Changing Font In Outlook

Use a font pairing for professional emails. Headlines or subject lines in a bold sans-serif like Segoe UI Semibold with body text in Calibri looks clean and modern. This combination works across Windows and Mac without rendering issues with Outlook.

Set a font theme to control multiple elements at once. In the Font dialog, click the Set as Default button concept. This applies your chosen font to headings, body text, and bullet points in one action, avoiding inconsistent styling.

Consider accessibility when choosing a font size. The RNIB recommends minimum 12-point font for email text. Recipients with visual impairments will appreciate the larger size, and it costs nothing in terms of email width.

Create a signature with your preferred font embedded. Outlook signatures can include formatting, so you can set a font specifically for your sign-off block. Go to File > Options > Mail > Signatures and design one that matches your body font.

If recipients report missing fonts, use common web-safe choices like Arial, Verdana, or Georgia. These are pre-installed on nearly all devices, so your email will display correctly everywhere.

How To Change Font In Outlook FAQ

Why does my Outlook font keep resetting to Calibri?

Calibri is the default font that Outlook restores if no other font is set. If you changed the font but it still shows Calibri, you may have changed only the single-message font instead of the default. Go to File > Options > Mail > Stationery and Fonts and update all three categories there.

Can I use a different font for emails sent from a specific account?

Yes. In the Stationery and Fonts window, select the email account you want to customise from the Choose a new mail font for this account dropdown. If you have multiple accounts, set each one individually for a personalised touch.

How do I stop Outlook from using the sender font in replies?

In the same Stationery and Fonts window, look for the option that controls how replies are formatted. Uncheck Use the following font in replies and forwards if you want Outlook to match the original email instead. Alternatively, keep it checked to force your font.

Will my new font apply to emails I have already written?

No. Changing the default font only affects new messages and replies created after the change. Existing drafts and sent emails keep their original formatting. If you need to change a draft, open it and use the font tools in the ribbon.

What is the best font size for Outlook emails?

For most readers, 11 to 12 points works best. This size reads clearly on desktop monitors and mobile screens without looking oversized. If your audience is older or has vision impairments, consider 14 points for maximum accessibility.

Final Checklist for Changing Font In Outlook

Opened File > Options > Mail on Windows or Preferences on Mac
Set the font for new mail messages
Set the font for replies and forwards
Set the font for plain text emails
Clicked OK on every dialog to save changes
Sent a test email to yourself to verify the font
Tested a reply to confirm the reply font applied
Checked for any single-email overrides you may want removed
Verified your signature matches the new font if you use one
Asked your IT team if group policies block font changes

Now that your font settings are aligned, take a moment to check your signature and template emails. They should follow the same visual style so every message you send looks intentional and professional. If you manage multiple email accounts, repeat the steps for each one to keep your brand consistent across all your communications.