Where to find the font settings in Outlook

The default font setting in Outlook lives in the program's options menu, not in individual email messages. On Windows, open Outlook and go to File in the top left, then select Options. On Mac, click Outlook in the menu bar and select Preferences. Both routes take you to the same place: the settings that control how every new email you write will look.

Once you are in Options or Preferences, look for Mail in the left sidebar. Click it, then find the section labeled Compose messages or Message format. This is where Outlook stores your font choices. The exact wording changes between versions, but the section always controls how your outgoing mail appears.

Key Takeaways

  • Default font settings are in File > Options (Windows) or Outlook > Preferences (Mac), under the Mail or Compose Messages section.
  • You can set a different default font for plain text emails and for HTML emails, so your choice depends on what format you send most often.
  • Changing the default font does not affect emails you have already written, only new messages you create from that point forward.
  • If you use multiple email accounts in Outlook, you can set a different default font for each account by selecting the account before changing the setting.

Setting a new font for HTML emails

Most people send HTML emails, which means your message can include formatting like bold, italics, and color. In the Compose Messages section, look for a button or link that says Stationery and Fonts or Font. Click it. A dialog box will open showing you font options for new messages.

Select the font you want from the dropdown menu. You can also choose the size (usually 11 or 12 point is standard), the color, and whether you want bold or italic as your default. Once you have made your choices, click OK or Apply. Outlook will now use this font every time you start a new email message.

If you see separate options for "New mail" and "Replying or forwarding", you can set different fonts for each. Most people keep them the same, but some prefer a smaller font when replying to keep the conversation compact.

Setting a font for plain text emails

If you send plain text emails (emails with no formatting at all), Outlook stores that font choice separately. In the same Compose Messages section, look for an option labeled Plain Text Font or Text Font. Click it and choose your font the same way you did for HTML emails.

Plain text emails are less common now, but some workplaces or older email systems require them. If you are not sure whether you use plain text, you probably do not — stick with the HTML font setting. The plain text option only matters if you have specifically chosen to send messages in plain text format.

Changing the font for a single email account

If you have multiple email accounts set up in Outlook, you can give each one its own default font. Before you open the Options or Preferences menu, click on the account you want to change in your folder list on the left side of Outlook. Then go to File > Options (or Outlook > Preferences on Mac) and follow the same steps as above.

The font you set will apply only to new messages sent from that account. Your other accounts will keep their own default fonts. This is useful if you use one account for work and another for personal email, and you want them to look different.

Why your font choice might not show up in replies

When you reply to an email, Outlook sometimes uses the font from the original message instead of your default font. This happens because Outlook assumes you want to match the conversation's existing style. To force your default font on a reply, select all the text in your reply (Ctrl+A on Windows, Command+A on Mac), then apply your font manually from the toolbar.

If this happens constantly and you want to stop it, look in Options or Preferences for a setting about "Use my font in replies and forwards" or "Always use my fonts". Turning this on will make Outlook use your default font even when you are replying, though the original message text will still show in its original font.

What to do if your font change does not stick

Sometimes Outlook reverts to a default font after you restart the program. This usually means the change did not save properly. Go back to Options or Preferences and make sure you clicked OK or Apply at the bottom of the dialog, not just closed the window. Some versions of Outlook require you to click OK twice — once in the font dialog and once in the main Options window.

If the font still does not stick, try closing Outlook completely and opening it again. If it still reverts, your Outlook profile may have a permissions issue. Try repairing Outlook by going to Control Panel > Programs > Programs and Features (Windows), finding Microsoft Office, clicking it, and selecting Change, then Quick Repair. If that does not work, try Online Repair.

Frequently Asked Questions

Can I set a different default font for different recipients?

No, Outlook does not support recipient-based font rules. You can only set one default font per account. If you need different fonts for different people, you will have to change the font manually for each email, or use a signature with a specific font and type your message in that style.

Does changing my default font affect emails I have already sent?

No. The font change applies only to new messages you create after the change. Emails you have already sent will keep their original font. Emails in your inbox will also stay the same — the default font setting only controls what you write going forward.

What if my company requires a specific font for emails?

Set that font as your default following the steps above. If your company uses email signatures with specific formatting, you may also need to edit your signature to match the required font. Go to File > Options > Mail > Signatures to edit or create a signature with the correct font.

Why does my font look different on the recipient's computer?

If you choose a font that is not installed on the recipient's computer, their email program will substitute a different font automatically. Stick with common fonts like Arial, Calibri, Times New Roman, or Verdana to make sure your email looks the same on every device.

Can I set a default font size separate from the font itself?

Yes. In the font dialog, you can choose both the font name and the size in the same menu. Most people use 11 or 12 point. Anything smaller than 10 point can be hard to read on some screens, and anything larger than 14 point can look unprofessional in work emails.