Where to find the background color setting in Outlook

The background color option in Outlook lives in the Settings menu, but the exact path depends on which version you're using. On the desktop app for Windows or Mac, go to File > Options (Windows) or Outlook > Preferences (Mac), then look for General in the left sidebar. On the web version at outlook.com, click the gear icon in the top right, then View all Outlook settings > General.

Once you're in the General settings, you'll see a section labeled Colorful or Themes depending on your version. This is where you choose your background. The setting affects the entire Outlook interface — the sidebar, toolbar, and message pane — not just the email composition area.

Key Takeaways

  • Desktop Outlook on Windows uses File > Options > General to access theme settings, while Mac uses Outlook > Preferences > General.
  • Outlook on the web requires you to click the settings gear icon, then select View all Outlook settings > General.
  • Outlook offers preset color themes rather than custom color selection, so you choose from options like Blue, Dark Gray, or Black.
  • Changing your background color in Outlook does not affect how your emails appear to recipients — it only changes what you see on your screen.

The difference between themes and background color

Outlook uses the term "theme" to describe what most people think of as background color. A theme in Outlook includes the background color plus the text color and accent colors throughout the interface. When you select a theme, all of these elements change together to maintain readability and contrast.

The most common themes are Colorful (light blue background), Dark Gray (medium gray background), and Black (dark background). Some versions also include Light (white background) as an option. You cannot create a custom color — you pick from what Outlook provides.

Steps to change the background in desktop Outlook on Windows

Open Outlook and click File in the top left corner. From the menu that appears, select Options. In the Options window, click General in the left sidebar. Look for the section labeled Personalization or Office Theme (the exact label varies by Outlook version).

You'll see a row of theme options displayed as colored squares or labeled buttons. Click the theme you want. The change takes effect immediately — you'll see the background and interface colors shift as soon as you click. Click OK at the bottom of the Options window to close it and return to Outlook.

Steps to change the background in Outlook on Mac

Click Outlook in the menu bar at the very top of your screen, then select Preferences. In the Preferences window, click General. Scroll down until you see the Office Theme section.

You'll see the available themes listed as options. Click the one you prefer, and the change applies right away. Close the Preferences window when you're done. Mac versions of Outlook typically offer fewer theme options than Windows, so you may see only Light, Dark Gray, and Black.

Steps to change the background in Outlook on the web

Log into your Outlook account at outlook.com. In the top right corner, click the gear icon (⚙️). From the dropdown menu, select View all Outlook settings. Click General in the left sidebar.

Scroll down to find the Themes section. You'll see thumbnail previews of each available theme. Click the one you want, and Outlook saves your choice automatically. You don't need to click a Save button — the web version updates your preference as soon as you select it.

Why your email still looks the same to other people

Changing your Outlook background color only affects what you see on your own screen. The emails you send look identical to recipients regardless of which theme you've chosen. Your background color setting is stored in your Outlook account settings, not in the emails themselves.

This is true for all versions of Outlook — desktop, web, and mobile. If you want to change how your emails appear to others, you would need to change the formatting within the email message itself, such as the font color or background color of specific text. That's a different process from changing your Outlook theme.

Troubleshooting if the theme doesn't change

If you select a new theme and nothing happens, try closing Outlook completely and reopening it. Sometimes the interface doesn't refresh until you restart the app. On the web version, try clearing your browser cache or opening Outlook in a private browsing window to rule out cached settings.

If you're using a work or school account, your organization may have locked the theme setting. Contact your IT department to ask whether they've restricted personalization options. Some organizations do this to maintain a consistent look across all employee accounts.

Frequently Asked Questions

Can I set a custom background color instead of using Outlook's preset themes?

No. Outlook only offers preset themes, not custom color selection. You choose from the colors Outlook provides — typically Colorful, Dark Gray, Black, and Light. If none of these match what you want, the closest option is usually Dark Gray or Black if you prefer a darker interface.

Will changing my background color affect my email signature or stationery?

No. Your background theme only changes the Outlook interface you see. Email signatures, stationery, and the content of your messages remain unchanged. Recipients see your emails exactly as you composed them, regardless of which theme you use.

Why does my Outlook theme keep changing back to the default?

If your theme resets after you close Outlook, your account settings may not be saving properly. Try changing the theme again and wait a few seconds before closing Outlook to ensure the change is saved. If it keeps reverting, sign out of Outlook completely, clear your browser cache (on the web) or restart your computer (on desktop), then sign back in and try again.

Is there a dark mode option in Outlook?

Yes. The Dark Gray or Black theme provides a dark mode interface. Dark Gray is medium darkness, while Black is the darkest option. Both reduce the brightness of the Outlook interface and are easier on the eyes in low-light environments.

Do I need to change my theme on every device where I use Outlook?

On the web version at outlook.com, your theme choice syncs across devices automatically. On desktop versions (Windows and Mac), you need to change the theme separately on each computer where you use Outlook, since those settings are stored locally on that device.