Change your default font in Outlook's settings, not in individual messages
To set a default font that appears every time you start a new email, open Outlook and go to File > Options > Mail. Under the "Compose Messages" section, click Stationery and Fonts. Select the Personal Stationery tab, then click Font under "New Mail Messages". Choose your font, size, and color, then click OK twice to save.
This method works the same way in Outlook 2016, 2019, and Microsoft 365 on Windows. The steps are slightly different on Mac — you'll go to Outlook > Preferences > Composing > Fonts instead — but the result is identical.
If you use Outlook on the web (Outlook.com or your work account through a browser), the process is different because web Outlook doesn't store font settings the same way. You'll need to change the font each time you compose, or use your browser's accessibility settings to change fonts globally across all websites.
Key Takeaways
- Default font settings in Outlook are found under File > Options > Mail > Stationery and Fonts on Windows.
- You can set separate default fonts for new messages, replies, and forwarded messages.
- Mac users access the same settings through Outlook > Preferences > Composing > Fonts.
- Outlook on the web does not support persistent default font settings and requires you to change the font manually for each message.
- Your default font choice only affects messages you compose — it does not change how you view incoming emails.
Where to find the font settings in Outlook desktop
The location of font settings depends on which version of Outlook you use. In Outlook 2016, 2019, and Microsoft 365, the path is always File > Options. Once you open Options, look for Mail in the left sidebar — this is where all message composition settings live.
Inside the Mail section, scroll down until you see "Compose Messages". Under that heading, you'll find a button labeled Stationery and Fonts. This button opens a separate window where all font choices are stored. Don't confuse this with the font dropdown that appears in the ribbon when you're already composing a message — that changes only the current email, not your default.
If you're using an older version of Outlook (2010 or earlier), the path is slightly different: Tools > Options > Mail Format. The font button is in the same place once you reach that screen.
Setting separate fonts for new messages, replies, and forwards
Outlook lets you choose different default fonts for three different situations: new messages you start from scratch, replies to existing emails, and forwarded messages. This is useful if you want a more formal font for new correspondence but a different style for quick replies.
When you click Stationery and Fonts, you'll see tabs at the top of the window. The Personal Stationery tab has three sections: "New Mail Messages", "Replying or Forwarding Messages", and "Composing Window Font". Set the font for each section separately by clicking its Font button. Your choices save automatically when you click OK.
Most people set the same font for all three to keep things consistent, but the option exists if you need it. For example, you might use Calibri for new messages but keep replies in the original message's font to maintain the conversation thread's appearance.
Font choices that work best in Outlook
Not all fonts display the same way to everyone who receives your email. Fonts like Calibri, Arial, and Times New Roman are installed on nearly every computer and phone, so they appear correctly for almost all recipients. Decorative or specialty fonts often don't transfer — the recipient's email client substitutes a default font instead, and your message may look nothing like what you intended.
Outlook's default font is Calibri in most recent versions, and it's a safe choice because it's readable on screen and prints clearly. If you want something different, stick to fonts that come standard with Windows or Mac: Arial, Verdana, Georgia, or Courier New. Font size should be at least 11 points for readability, especially if recipients might be reading on a phone.
If you work in a professional environment, check whether your organization has a style guide that specifies which font to use. Many companies set a standard font to keep all outgoing mail consistent.
Why Outlook on the web doesn't have default font settings
Outlook on the web (the browser version at Outlook.com or your work email accessed through a web browser) does not store font preferences the way the desktop app does. Each time you compose a message, you must manually select your font from the toolbar. This limitation exists because web applications store settings differently than desktop software, and Microsoft has not built a persistent font preference system into the web version.
If you use Outlook on the web regularly and want a consistent font, the closest workaround is to change your browser's default font settings. In Chrome, Firefox, or Edge, you can set a default font under Settings > Appearance, but this affects all websites, not just Outlook. It's not a perfect solution because it may change fonts on other sites too.
Troubleshooting when your default font isn't appearing
If you've set a default font but new messages still appear in a different font, the most common cause is that your signature is overriding the setting. Signatures in Outlook can have their own font formatting. To fix this, go to File > Options > Mail > Signatures, select your signature, and make sure its font matches your default. You can also delete and recreate your signature to reset its formatting.
Another reason your font might not appear is if you're using a template or stationery that has built-in formatting. Stationery overrides your default font choice. If you've added stationery through the Stationery and Fonts window, remove it and rely on the plain font setting instead.
If you're composing in HTML format and your font still isn't showing, try switching to Plain Text mode temporarily to see if the issue is format-specific. Go to Format Text tab while composing and select Plain Text. Plain Text uses your system's default font and ignores Outlook's font settings entirely.
How font settings work across different Outlook versions
Microsoft has kept the font settings in roughly the same place across Outlook 2016, 2019, and Microsoft 365, so the steps are nearly identical. The main difference is that Microsoft 365 (the subscription version) updates more frequently, so the interface may look slightly different depending on when you last updated.
If you use Outlook on Mac, the process is simpler. Open Outlook > Preferences, then click Composing. You'll see a Fonts button that opens a window where you can set fonts for new messages and replies. Mac Outlook has fewer options than Windows Outlook, but the core functionality is the same.
If you're switching from Gmail or another email service to Outlook, note that Outlook's font settings are more granular. Gmail only lets you set one default font, while Outlook lets you set different fonts for different message types. This gives you more control but also means more steps to configure.
Frequently Asked Questions
Does changing my default font affect emails I've already sent?
No. Your default font setting only applies to new messages you compose after making the change. Emails you've already sent keep their original formatting. Recipients see whatever font you used when you sent the message, not your current default.
Can I use a custom font that's not installed on most computers?
You can select any font installed on your computer, but recipients may not see it. If they don't have that font, their email client will substitute a default font, usually Times New Roman or Arial. For professional communication, stick to widely available fonts like Calibri, Arial, or Verdana.
What's the difference between the font setting in the ribbon and the default font setting?
The font dropdown in the ribbon (the toolbar at the top when you're composing) changes only the current message. The default font setting in File > Options changes every new message you create going forward. Use the ribbon dropdown for one-off changes; use the Options menu to change your permanent default.
Why does my signature appear in a different font than the rest of my message?
Signatures can have their own font formatting separate from your message default. To match them, edit your signature in File > Options > Mail > Signatures, select all the text in your signature, and change its font to match your default message font.
Does Outlook on the web have any way to set a default font?
Outlook on the web does not have a built-in default font setting. You must select your font each time you compose. If you need a persistent default, use the Outlook desktop app instead, or change your browser's default font in Settings > Appearance, though this affects all websites you visit.