How To Change the Default Font in Outlook: Step‑by‑Step Guide

Changing the default font in Outlook is a small tweak that can make your email life a lot more comfortable. Whether you want something easier to read, more professional, or just more “you,” Outlook lets you customize fonts for new messages, replies, and even plain text emails.

This guide explains how default fonts work in Outlook, how to change them on different platforms, and what can affect how your font actually appears to other people.

What “Default Font” Means in Outlook

In Outlook, the default font is the style Outlook uses automatically whenever you:

• Create a new email
• Reply to or forward a message
• Read or write plain text emails (which don’t support rich formatting like colors or bold text)

You can set different fonts for each of these:

• New messages you write from scratch
• Replies and forwards
• Plain text emails (how they appear to you)

It’s helpful to think of it like a template: Outlook applies your chosen settings every time unless:

• The recipient’s email client strips formatting
• The email is plain text only
• Company-wide policies override your choices

So changing the default font mainly affects what you see and send, but not always what others see on their end.

How To Change the Default Font in Outlook on Windows (Desktop App)

In the classic Outlook desktop app for Windows (Microsoft 365, Outlook 2019, 2016, etc.), the setting lives in the Mail options.

Step-by-step: Outlook for Windows

1. Open Outlook.
   Make sure you’re in the main window (not inside a single email).

2. Go to Options.

   • Click File in the top-left.
   • Select Options from the sidebar.

3. Open Mail formatting settings.

   • In the Outlook Options window, click Mail on the left.
   • Click the Stationery and Fonts… button.

4. Set fonts for different message types.
   In the Signatures and Stationery window, you’ll see three sections:

   • New mail messages – font for emails you start from scratch.
     Click Font… and choose:

     • Font family (e.g., Calibri, Arial)
     • Style (regular, bold, italic)
     • Size
     • Color and effects (if you want)

   • Replying or forwarding messages – often set slightly smaller or simpler.
     Click Font… and pick your preferred look.

   • Composing and reading plain text messages – affects how plain text emails appear to you.
     Click Font… and choose a readable option.

5. Apply and save your changes.

   • Click OK to close Signatures and Stationery.
   • Click OK again to close Outlook Options.

New emails, replies, and forwards should now use your chosen fonts automatically.

How To Change the Default Font in Outlook on Mac

Outlook for Mac uses a similar idea but the settings live under Preferences.

Step-by-step: Outlook for Mac (New Interface)

1. Open Outlook.

2. Open Preferences.

   • On the menu bar, click Outlook.
   • Select Preferences.

3. Find Fonts settings.

   • Click Fonts (sometimes listed under “Email” or “Composing”).

4. Set fonts for message types.
   You’ll usually see options for:

   • New mail – default for new messages
   • Reply or forward – used when responding
   • Plain text – how plain text emails appear to you

   For each one:

   • Select it.
   • Choose your font family, style, and size.

5. Close Preferences.
   Your changes apply immediately to new messages going forward.

If you’re on an older Outlook for Mac layout, the wording may differ slightly (for example, “Fonts” inside “Composing”), but the steps are similar: Preferences → Fonts → adjust each type.

How To Change the Default Font in Outlook on the Web (Outlook.com / Web Version of Outlook)

Outlook on the web lets you set default fonts that apply whenever you use the browser interface.

Step-by-step: Outlook on the Web

1. Open Outlook in your browser.

   • Sign in to your Outlook.com or Microsoft 365 Outlook account.

2. Open Settings.

   • Click the gear icon (Settings) in the top-right.

3. View all Outlook settings.

   • Scroll to the bottom of the quick settings panel.
   • Click View all Outlook settings.

4. Go to the compose settings.

   • In the left panel, select Mail.
   • Then click Compose and reply.

5. Change message format and font.
   In the Message format section, you’ll usually see options like:

   • Default font
   • Size
   • Color
   • Bold/italic/underline

   Adjust these to your liking. This becomes your default style for new emails, replies, and forwards on the web.

6. Save your settings.

   • Click Save if there’s a visible button.
   • Close the settings panel.

From now on, emails you compose in that web interface will start with your chosen font and style.

How To Change the Default Font in the Outlook Mobile App (iOS/Android)

This is where things are different. On Outlook for iOS and Android, you generally:

• Cannot set a custom default font in the same detailed way as on desktop.
• Are limited to simple formatting (bold, italic, underline, lists) in the composer.
• Rely on the app’s default font or your email service’s formatting.

You can usually:

• Tap in the message body, then tap the formatting icon (like an “A” or paintbrush).
• Apply styles like bold, italics, underline, and lists.
• Some versions let you change size or heading style, but not set a long-term default font family.

So if you want a specific font to be your “brand” or your standard look, you typically control that more reliably from the desktop or web versions, not mobile.

Why Your Default Font Might Not Look the Same to Everyone

Even after setting a default font, what your recipient sees can differ. Several variables affect this:

1. Email format: HTML vs Plain Text

Outlook can send messages in two main formats:

If:

• You send in plain text, your chosen font doesn’t go with the message; it’s up to the reader’s email app to display it however it wants.
• You send in HTML, your font request goes along, but the recipient’s app might still substitute a similar font or ignore some formatting.

On desktop Outlook, you can check your default mail format in Options under Mail → Compose messages in this format.

2. Recipient’s Email Client and Fonts Installed

Your chosen font has to exist on the recipient’s device. If they don’t have that exact font:

• Their email app usually falls back to a similar font (e.g., another sans-serif).
• The overall look may be close, but not identical.

Common system fonts like Arial, Calibri, Times New Roman, and Verdana are more likely to look consistent across different platforms than very decorative or niche fonts.

3. Organization Policies and Signatures

In business or school environments, IT administrators can enforce:

• Company-wide default fonts
• Standardized signatures
• Templates for branding

These can:

• Override some of your choices
• Apply a specific font to parts of your message (such as the signature block)

Signatures are also separate from default font settings. Even if you set a new default font, an existing signature built with different fonts will keep its original styling unless you edit it.

Different Ways People Use Default Fonts in Outlook

Not everyone needs the same setup. A few contrasting examples show how wide the range can be:

• Accessibility-focused user

  • Chooses a larger, high-contrast font (e.g., size 12–14, dark color) for easier reading.
  • Sets plain text reading font to something highly legible.

• Corporate user in a regulated industry

  • May be required to use a specific font and size for all communication.
  • Often uses plain, conventional fonts to keep emails neutral and professional.

• Designer or marketing user

  • Leans toward fonts that align with brand style (within what’s practical in email).
  • Uses HTML emails with consistent headings and body text, while knowing not all fonts will render exactly.

• Minimalist user

  • Uses a single, simple font everywhere, sometimes even prefers plain text.
  • Values clarity and speed over style.

All of them use the same Outlook settings, but their priorities and environments lead to very different font choices and formatting habits.

Key Factors to Consider Before You Change Your Default Font

When you pick your Outlook default font, a few variables shape what “good” looks like for you:

• Device mix

  • Do you write mostly from desktop, web, or mobile?
  • If mobile dominates, you may care less about fine-grained font settings.

• Audience

  • Are your emails mostly internal team members, clients, or personal contacts?
  • Some audiences expect formal fonts; others don’t care as long as it’s readable.

• Company/organizational rules

  • Do you have branding guidelines or policies?
  • Are there compliance, legal, or accessibility expectations?

• Your eyesight and reading comfort

  • Do you need larger font sizes or high-contrast colors?
  • How does your font look on small screens?

• Technical environment

  • Are you often emailing people on different platforms (Windows, macOS, mobile, web)?
  • Do you send more HTML or plain text emails?

Changing the default font in Outlook is technically straightforward: it’s a matter of opening settings and choosing what you like. The part that varies is what you should choose and how strictly it will actually apply in real life, which depends on your devices, your recipients, and any rules around how you use email.