Understanding Font Size Options in Outlook
Outlook offers several ways to adjust font size when composing emails, and understanding these options helps you communicate more clearly with recipients. Font size is measured in points, with common sizes ranging from 8 to 72 points. Most default email text uses 11 or 12-point font, which is considered a comfortable reading size for most people. Smaller fonts (8-10 points) can strain eyes during extended reading, while very large fonts (18+ points) may seem unprofessional in business correspondence unless used for emphasis or accessibility reasons.
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The font size you select affects how your message appears on different devices. When someone receives your email, the font size you chose displays on their screen, smartphone, or tablet. However, recipients can also adjust the font size on their end using their own email client settings, so your chosen size serves as a starting point rather than a fixed requirement. Understanding this flexibility helps you make informed decisions about what size works best for your intended message.
Outlook provides font size controls in the main toolbar of the message composition window. These controls are available whether you're using Outlook on a desktop computer, Mac, or through Outlook Web Access. The toolbar typically displays a dropdown menu showing numbered font sizes, allowing you to select from preset options or enter a custom size. Different versions of Outlook may arrange these controls slightly differently, but the fundamental functionality remains consistent across most versions released in the past decade.
Practical Takeaway: Before changing any font sizes, consider your audience and message purpose. Business emails typically use 11-12 point font, while messages to recipients with vision concerns might benefit from 14-16 point font. This baseline understanding helps you make purposeful choices rather than random adjustments.
Using the Toolbar Font Size Dropdown in Desktop Outlook
The easiest method for changing font size in desktop Outlook involves using the formatting toolbar. When you're composing a new email message, locate the toolbar at the top of the compose window. Look for a box containing a number (typically "11" or "12") next to the font name dropdown. This number box represents the current font size setting. Click on this box to reveal a list of preset font sizes ranging from 8 to 72 points, displayed in order from smallest to largest.
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To change the font size for new text you're about to type, simply click the font size dropdown and select your desired size before you start typing. The font size you select remains active until you change it again, so all subsequent text will use the new size. If you want to change the size of text you've already written, first highlight or select that text by clicking and dragging your mouse across it. Then click the font size dropdown and choose your new size. The selected text will immediately update to reflect the change.
You can also type a custom font size directly into the font size box if you don't see your preferred size in the dropdown list. Click on the number box, delete the current number, and type your desired size between 1 and 999 points. This flexibility allows you to set text to unusual sizes like 13, 15, or 18 points if those sizes better suit your needs. Press Enter after typing your custom size to apply it.
The toolbar location may vary slightly depending on your Outlook version. In Outlook 2019 and Outlook 365, the font size controls appear in the main formatting ribbon. If you're using an older version like Outlook 2010, these controls may appear in a different location on the toolbar, but they function identically. If you can't locate the font size dropdown, check under the "Home" or "Format" tabs in your version of Outlook.
Practical Takeaway: Make it a habit to select your font size before typing the main body of your email. This approach prevents the need to select and reformat text later. If you frequently use a specific size other than the default, you can set that as your preferred default through Outlook settings, saving time on repetitive formatting tasks.
Changing Font Size in Outlook Web Access (OWA)
Outlook Web Access, also known as OWA or Outlook on the Web, provides similar font size controls to the desktop version, though the interface appears somewhat different due to the web-based environment. When composing an email in OWA, the formatting toolbar displays at the top of your message composition area. Look for a font size indicator that typically shows a number representing the current size. This may appear as a dropdown menu or as a button with a number on it, depending on your browser and Outlook version.
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To access the font size options in OWA, click on the font size control in the toolbar. A dropdown menu appears showing preset size options. Select the size you want to use for your message. If you want to change the size of text you've already typed, first select that text by clicking and dragging across it, then click the font size control and choose your new size. The selected text updates immediately to the new size. This process mirrors the desktop version's functionality, making it intuitive for users familiar with either platform.
Some versions of OWA may require you to access the font size controls through an additional menu or options panel. If you don't see font size controls in your main toolbar, look for a "more formatting options" button, often represented by three dots or a dropdown arrow. Clicking this reveals additional formatting controls including font size. This design variation exists because OWA aims to keep the main toolbar uncluttered while still providing access to all necessary formatting tools.
One important consideration when using OWA is that your browser's zoom settings can affect how text appears to you while composing, but this doesn't change the actual font size in your email. If text appears too small or too large on your screen, you may be tempted to adjust your browser's zoom level. However, for the purposes of changing actual font size in your email, you should use the Outlook font size controls rather than browser zoom.
Practical Takeaway: When working in OWA from different devices or browsers, familiarize yourself with where the font size controls appear in each environment. This knowledge helps you maintain consistent formatting across your emails regardless of which platform you're using to send them.
Setting Default Font Size for All Your Emails
Rather than changing font size for every individual email, you can set a default font size that applies to all new messages you compose. This approach saves time and ensures consistency across your correspondence. In desktop Outlook, access this setting through the File menu. Click "File," then look for "Options" or "Preferences" depending on your version. Navigate to the "Mail" or "Compose" section, where you'll find settings related to message formatting. Look for an option labeled "Stationery and Fonts," "Font Settings," or similar wording.
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Within the font settings area, you'll see options for selecting your default font and font size for new messages. Select your preferred font size from the dropdown menu provided. You may also have the option to set different default sizes for plain text emails versus formatted emails, as well as different defaults for composing new messages versus replying to existing messages. Many users prefer a slightly larger font for new messages while keeping replies at the standard size. Once you've selected your preferences, save or apply the changes.
In Outlook Web Access, the default font settings are often found in your account settings or preferences area. Look for a "Settings" option, usually accessible through a gear icon or menu button. Navigate to "Mail" settings, then look for "Compose and Reply" or "Message Format" options. Here you can typically select your default font and size for composing messages. These settings persist across sessions, so once you've configured them, all future emails will use your chosen defaults unless you manually override them for specific messages.
It's worth noting that your default font settings only affect emails you compose on your computer or device. If someone else uses your email account from a different device, your font settings on that device may differ. Additionally, if your organization uses email templates or shared signature settings, these may have their own default fonts that override your personal settings for certain message types. Understanding these nuances helps you maintain the appearance you want across all your outgoing messages.
Practical Takeaway: Set your default font size based on your typical use case. If you spend your day sending professional business emails to colleagues, 11 or 12 point font is standard. If you frequently correspond with older adults or anyone with vision concerns, consider setting 14 point as your default. This single adjustment eliminates the need for manual changes on most messages.