Change your Outlook theme in three steps

You can change how Outlook looks by switching between light mode, dark mode, or a custom color scheme. The steps are the same whether you use Outlook on Windows, Mac, or the web version. Open Outlook, go to File > Options (or Preferences on Mac), then find the theme setting and pick the one you want. The change takes effect immediately.

If you use Outlook on the web instead of the desktop app, the process is slightly different — you'll look for settings in the top right corner instead. Both routes take less than a minute, and you can switch back anytime if you don't like the new look.

Key Takeaways

  • Windows Outlook users find theme options under File > Options > General, where you can choose between light, dark, or colorful themes.
  • Mac Outlook users go to Outlook > Preferences > General to access the same theme choices.
  • Outlook on the web requires you to click the gear icon in the top right, then select Display settings to change your theme.
  • Dark mode reduces eye strain in low-light environments, while light mode works better in bright rooms.

Change theme on Windows Outlook

Open Outlook and click File in the top left corner. From the menu that appears, select Options near the bottom of the list. A window titled "Outlook Options" will open.

In the left sidebar, click General. Scroll down until you see the section labeled "Personalize your copy of Microsoft Office." Under that heading, you'll find a dropdown menu that says "Office Theme" or "Choose your theme." Click the dropdown and select from the available options: Colorful, Dark Gray, Black, or White. The preview updates as you hover over each choice. Once you've picked the one you want, click OK at the bottom right to save and close the window.

Your Outlook window will refresh with the new theme applied. If the change doesn't appear right away, close Outlook completely and reopen it. This forces Outlook to load the new theme from scratch rather than using a cached version.

Change theme on Mac Outlook

Click Outlook in the menu bar at the very top of your screen, then select Preferences from the dropdown. A preferences window will open. Look for and click General in the list of options.

Scroll down to find "Personalize your copy of Microsoft Office." You'll see the same theme dropdown as Windows users. Select your preferred theme from the list and close the preferences window. Mac Outlook will apply the change immediately without requiring a restart, and the new theme will be visible the next time you look at your inbox.

Change theme on Outlook on the web

Sign in to your Outlook account at outlook.com or outlook.office.com. In the top right corner of the screen, click the gear icon (settings). A menu will appear with several options.

Click View all Outlook settings at the bottom of that menu. The settings page will load in a new section. On the left side, click Display to expand display options. You'll see a "Theme" section with choices for light, dark, or other available themes depending on your region. Select the one you prefer, and the change applies instantly — you don't need to click save or refresh the page.

What each theme does

Colorful uses a blue accent color and is the default theme on most installations. It works well in standard office lighting and is the easiest on the eyes for most people during regular work hours. This theme provides good contrast between text and background without being too bright.

Dark Gray and Black reduce the amount of light your screen emits, which helps if you work in dim lighting or late at night. Dark mode can reduce eye strain in low-light conditions, though some people find it harder to read for long periods. If you switch to dark mode and find the text difficult to read, you can always switch back to a lighter option.

White is a minimal light theme with less color. It uses the least amount of visual contrast and works best in very bright rooms or near windows where screen glare is a problem. This theme is also useful if you have vision sensitivity to bright colors.

Why your theme might not change

If you change the theme but Outlook still looks the same, you may be looking at a cached version. Close Outlook completely — not just minimize it, but fully quit the program. Wait a few seconds, then reopen it. The new theme should appear on startup.

On Windows, if you're using Outlook through a work or school account, your organization may have locked the theme setting. In that case, you won't see a dropdown menu or the option will be grayed out. Contact your IT department if you need to change the theme for work accounts, as they control which customizations are available.

Switch themes without going through settings

If you change themes frequently, you can create a faster route. Some versions of Outlook let you access theme options directly from the ribbon at the top. Look for a File menu or a Design tab — the exact location varies by Outlook version and whether you're using a recent update.

If you don't see a quick-access theme button, the settings menu method described above is the standard way that works across all versions. You can also bookmark the Display settings page in Outlook on the web if you switch themes regularly there.

Frequently Asked Questions

Does changing my theme affect other Microsoft Office programs?

Yes. The theme you choose in Outlook applies to Word, Excel, PowerPoint, and other Office programs on the same computer. If you want a different theme for each program, you'll need to change it individually in each one's settings.

Can I use a custom color instead of the preset themes?

The theme dropdown in Outlook offers only the preset options (Colorful, Dark Gray, Black, White). You cannot create a fully custom color scheme within Outlook itself. However, Windows users can change system-wide accent colors in Windows Settings, which may affect how some Outlook elements appear.

Will changing my theme affect my emails or how others see them?

No. Your theme is a personal display setting that only you see. The emails you send and receive look the same to everyone, regardless of what theme you use.

What if I don't see a theme option in my Outlook settings?

Your organization may have disabled theme customization for security or compliance reasons. If the theme dropdown is missing or grayed out, contact your IT support team. They can tell you whether themes are available for your account.

Does dark mode use less battery on my laptop?

On older laptop screens, dark mode uses slightly less power. On modern LED and OLED displays, the difference is minimal. If battery life is a concern, dark mode won't make a significant difference, but it may reduce eye strain during long work sessions.