Where to find the theme settings in Outlook

In classic Outlook (the desktop version, not Outlook on the web), you change the theme through the File menu. Open Outlook, click File in the top left, then select Options at the bottom of the menu. In the Options window, click General in the left sidebar.

Under the "Personalization options" section, you will see a dropdown labeled Office Theme. This is where you choose between the available themes. The setting applies to all Office applications on your computer, not just Outlook, so changing it here will affect Word, Excel, and other Office programs you use.

Key Takeaways

  • Classic Outlook themes are found in File > Options > General under "Personalization options".
  • The Office Theme dropdown offers three standard choices: Colorful, Dark Gray, and White.
  • Changing the theme affects all Office applications on your computer, not Outlook alone.
  • Some versions of Outlook also let you customize colors for specific interface elements separately from the main theme.

The three standard themes and what they look like

Colorful is the default theme in most Outlook installations. It uses a blue accent color for buttons and highlights, with a white background for the main reading pane and folder list. The ribbon at the top is light gray.

Dark Gray switches the interface to a darker palette. The ribbon, sidebar, and most interface elements turn dark gray or charcoal, while text remains light enough to read. The reading pane background stays white so emails themselves remain easy to read. This theme reduces eye strain in low-light environments but can make some toolbar icons harder to distinguish.

White removes the colored accents entirely. The interface becomes monochrome with a white background and black text throughout. This is the most minimal option and was the standard appearance in older versions of Outlook.

Why you might choose Dark Gray over the default

Dark Gray reduces the brightness of the Outlook interface itself, which can help if you spend long hours reading email. The white background of the reading pane (where your actual emails appear) stays unchanged, so the content you are reading does not become harder to see. Only the menus, buttons, and folder list darken.

The trade-off is that some icons in the ribbon become less distinct against the darker background. If you have vision difficulties or use high-contrast settings elsewhere on your computer, test Dark Gray for a few hours before deciding it works for you. You can switch back to Colorful at any time using the same File > Options > General path.

Customizing colors beyond the main theme

If you want more control than the three standard themes offer, some versions of Outlook let you adjust individual colors. In the same Options window, look for Customize Ribbon or Quick Access Toolbar options. These do not change the overall theme, but they let you modify which buttons appear and in what order, which can make the interface feel more personalized.

For deeper color customization, you would need to use Windows settings instead. Go to Settings > Personalization > Colors on your computer and choose between Light, Dark, or Custom modes. Outlook will respect the Windows dark mode setting if you have selected Dark Gray as your Office Theme, creating a consistent appearance across your entire system.

What happens when you update Outlook

Your theme choice persists when you update Outlook to a newer version. Microsoft stores this setting in your Office profile, so switching from one version to another does not reset it to the default. If you update and the theme appears to have changed, check File > Options > General again — the setting may have been temporarily overridden, but you can reapply it immediately.

If you use Outlook on multiple computers, each installation has its own theme setting. Changing the theme on your work computer does not affect your home computer. You would need to repeat the File > Options > General steps on each machine separately.

Switching between Outlook and Outlook on the web

If you also use Outlook on the web (the browser version accessed through Outlook.com or your organization's email portal), be aware that it has separate theme settings. The desktop Outlook theme does not carry over to the web version. In Outlook on the web, look for a gear icon in the top right, select View all Outlook settings, then navigate to General > Themes to change the appearance there.

The web version typically offers fewer theme options than the desktop application. Most organizations provide Light and Dark themes for the web version, while the desktop classic Outlook offers the three standard options described above.

Frequently Asked Questions

Does changing the theme affect how my emails look to other people?

No. The theme only changes how Outlook looks on your screen. When you send an email, the recipient sees it in their own email client with their own theme applied. Your choice of Dark Gray or Colorful does not change the email content or formatting that others receive.

Can I use a custom theme or download new themes for Outlook?

Classic Outlook does not support custom themes or third-party theme downloads. You are limited to the three built-in options: Colorful, Dark Gray, and White. Some organizations may offer additional branded themes if you use Outlook through a corporate account, but these are controlled by your IT department, not by you.

Why does Dark Gray make some icons hard to see?

The ribbon icons in Outlook are designed with the Colorful theme in mind. When you switch to Dark Gray, some icons that use darker colors become less visible against the darker background. This is a known limitation of the theme system. If this bothers you, Colorful or White may be more readable for your workflow.

Will my theme choice sync if I use Outlook on my phone?

Outlook on mobile devices (iOS and Android) has its own separate theme settings that do not sync with your desktop Outlook. You would need to set the theme independently in the mobile app's settings. Most mobile versions offer Light and Dark modes that work similarly to the desktop Dark Gray option.