Where to find color and theme settings in Outlook

Color changes in Outlook work differently depending on whether you use the desktop app or the web version. On the desktop, you control the overall theme — the background color and text contrast across the entire program. On Outlook.com or Outlook on the web, you can change your theme and also customize individual calendar colors and category colors. Both routes start in Settings, but the exact steps differ.

The fastest way to find Settings is through the gear icon. In the desktop app, look for the gear in the top right corner. On the web, the gear appears in the top right as well. Clicking it opens a menu where you'll see "Settings" or "View all Outlook settings" depending on your version.

Key Takeaways

  • Outlook desktop lets you choose between Light, Dark, and Colorful themes, which change the background and text colors across the entire program.
  • Outlook on the web offers Light and Dark themes, plus the ability to change individual calendar colors and category colors separately.
  • Calendar colors in Outlook on the web are set by right-clicking a calendar name in the left sidebar and selecting "Edit calendar".
  • Category colors let you color-code your emails and calendar events; you can customize these in Settings under Categories.

Changing the theme in Outlook desktop

Open Outlook and click the gear icon in the top right corner. Select "Options" from the dropdown menu. In the Options window, click "General" in the left sidebar. Look for the section labeled "Personalization" or "Appearance" — the exact name depends on your Outlook version.

You'll see a dropdown or set of buttons showing theme choices. Most versions offer Light (white background), Dark (dark gray or black background), and Colorful (a lighter background with accent colors). Click the one you prefer. The change takes effect immediately. Close the Options window when you're done.

Changing the theme in Outlook on the web

Go to Outlook.com or your organization's Outlook web portal and click the gear icon in the top right. Select "View all Outlook settings". Click "General" in the left sidebar, then scroll down to find "Theme" or "Appearance".

You'll see options for Light or Dark theme. Select your preference and the page updates right away. Unlike the desktop version, the web version does not offer a Colorful theme option. If you want more granular control over colors, you'll need to customize calendar and category colors separately, which is covered in the next sections.

Customizing calendar colors on the web

In Outlook on the web, each calendar you own can have its own color. This is useful if you manage multiple calendars — for example, a work calendar and a personal calendar — and want to distinguish them visually. Right-click the calendar name in the left sidebar under "My calendars". A menu appears with several options.

Click "Edit calendar" or the pencil icon next to the calendar name. A panel opens on the right side. Look for a color picker or a row of colored circles. Click the color you want. The calendar's events will now display in that color on your calendar view. Close the panel when done.

Customizing category colors

Categories let you tag emails and calendar events with labels, and each category can have its own color. In Outlook desktop, right-click any email or calendar event and hover over "Categorize". A submenu shows your existing categories with their colors. Click "All Categories" at the bottom to open the category list.

In the Categories window, select a category and click "Color". A palette appears. Choose a new color and click OK. The category updates immediately. In Outlook on the web, go to Settings, click "General", scroll to "Categories", and click on a category name to change its color using the color picker that appears.

Why colors might not change or look different

If you change a theme and the colors don't update, try closing and reopening Outlook. Desktop versions sometimes cache the old theme until you restart the program. On the web, refresh your browser page with F5 or Ctrl+R (Windows) or Command+R (Mac).

Colors may also look different on different devices because of screen brightness and color calibration. A dark theme on a bright monitor may appear lighter than on a dimly lit screen. If you're sharing your calendar with others, remember that they see the colors you've set, but their own theme choice (Light or Dark) may affect how those colors appear on their screen.

Frequently Asked Questions

Can I change the color of individual emails?

You cannot change the background color of a single email in Outlook. However, you can assign categories to emails, and each category has a color. Right-click an email, hover over "Categorize", and pick a category. That email will display with a colored flag or highlight in your inbox list.

Does changing my theme affect how others see my calendar?

Your theme choice (Light or Dark) only affects what you see on your screen. Others who view your shared calendar see the calendar colors you've set, but their own theme preference controls how those colors appear to them. If you set a calendar to blue, they'll see blue events, but the background of their Outlook will still be whatever theme they chose.

What's the difference between theme and category colors?

Theme changes the overall look of Outlook — the background and text colors everywhere in the program. Category colors are labels you assign to individual emails or events to organize them. You can use both at the same time: pick a dark theme for the program, then assign different category colors to different types of emails.

Can I create a custom color that's not in the palette?

Outlook offers a fixed set of colors for themes and categories. You cannot create a custom hex color or RGB value. You're limited to the colors shown in the palette. If none of them match what you want, pick the closest one.

Why does my calendar color look different on my phone?

Outlook on mobile devices (iOS and Android) may display colors slightly differently due to screen size and brightness. The color you set is the same, but the rendering can vary. Some mobile versions also have fewer theme options than the desktop or web versions.