How To Change Font In Outlook

Changing the font in Outlook stops your emails from looking plain and helps your message stand out. This guide shows you how to set a default font for new messages, replies, and forwards, and how to change fonts for specific parts of an email. You will need to watch out for HTML versus plain text settings, as they can change how your font appears.

Fast Answer

Main menu path: File > Options > Mail > Stationery and Fonts
Quick font change: Use the font drop-down in the message toolbar

5-10 min Time needed

Beginner Difficulty

Plain text mode Watch out for

Before You Start

Make sure you have Outlook open on your computer or laptop
Know which version of Outlook you use (Microsoft 365, Outlook 2021, or Outlook on the web)
Have a test email draft ready so you can see your font changes before sending
Be aware that changing your default font only affects new emails you create, not emails you already sent

Check first: If you want your font to appear the same for everyone who reads your email, stick to common fonts like Arial, Calibri, or Times New Roman. Unusual fonts may not show correctly on another person's device.

Step-by-Step Instructions

Open Outlook Settings for Fonts

Click on the File tab in the top left corner of Outlook. In the menu that opens, select Options at the bottom of the left-hand list. This opens a new window called Outlook Options. From here, you can control how the program handles your email.

Tip: If you cannot see the File tab, press the Alt key on your keyboard to show the menu bar, then click File.

Find the Stationery and Fonts Button

In the Outlook Options window, click on Mail in the left sidebar. Scroll down to the section called Compose messages. Look for a button labelled Stationery and Fonts and click it. This opens the Signatures and Stationery window where all font defaults live.

Change the Default Font for New Messages

In the Signatures and Stationery window, click the Personal Stationery tab. Under the heading New mail messages, you will see a button called Font. Click it to open the font selection box. Choose your preferred typeface, size, colour, and style such as bold or italic. Press OK to save this choice.

Tip: A good default size for business email is 11pt or 12pt. Anything smaller can be hard to read on mobile screens.

Change Fonts for Replies and Forwards

Repeat the same process for the other two options in the Personal Stationery tab. You will find buttons for Replies and forwards and Composing and reading plain text messages. Set all three to the same font for consistency, or use different styles if you prefer to tell replies apart from new emails visually.

Confirm and Save Your Changes

After you set the fonts for new mail, replies, and plain text, click OK on the Signatures and Stationery window. Then click OK again on the Outlook Options window. Your changes are now saved. Create a test email to check that the font looks the way you want.

Change Font for a Single Email Message

If you only want to change the font for one email, open a new message or reply. Select the text you want to change by highlighting it with your mouse. In the formatting toolbar above the message body, find the font drop-down box that shows the current typeface name. Click it and choose a new font from the list. You can also adjust the size directly next to it.

Tip: Use the keyboard shortcut Ctrl + Shift + F on a PC to open the font dialog box quickly while typing an email.

Change Font Colour and Style in the Message

With text selected in your email, click the A icon in the toolbar to change text colour. Use the B, I, and U buttons for bold, italic, and underline. These settings apply only to the text you selected and do not change your overall default font.

Reset Fonts Back to Default

If you want to go back to Outlook's original fonts, return to File > Options > Mail > Stationery and Fonts. Click the Font button for each message type and select Calibri at size 11pt. This is the standard Outlook default for most versions. Confirm with OK and your settings will reset.

Quick Reference

Situation	Use this	Why
Change all new emails at once	File > Options > Mail > Stationery and Fonts	Sets default for every future message
Change one paragraph only	Highlight text, then use toolbar font box	Applies only to selected text
Replies look different from new mail	Set separate fonts in Personal Stationery	Helps you spot replies quickly
Font does not show for recipient	Use a standard font like Arial or Calibri	Common fonts exist on most devices
Bold or colour a specific word	Toolbar B, I, U or colour picker	Works inline without changing defaults

Common Problems When You Change Font in Outlook

Font Changes Do Not Apply

You set a new default font, but new emails still open with the old one. This usually happens when Outlook needs a restart. Close Outlook completely and reopen it. If that does not fix it, check that you clicked OK on every open window. Missing one OK button means your changes were not saved.

Emails Send in Plain Text

When you send an email in plain text mode, your chosen font will not appear. Outlook uses a basic font for plain text messages. Look at the top of the message window for a banner that says the message is in plain text. Click it and choose HTML to use your custom fonts. To avoid this, set HTML as your default format in Outlook Options under Mail.

Font Looks Different for the Person You Emailed

If the recipient does not have your chosen font installed on their computer, they will see a substitute font instead. For example, a rare decorative font may show as Arial on their screen. Stick to widely available fonts like Arial, Verdana, or Georgia to reduce this risk.

Advanced Tips for Changing Font in Outlook

Set a Smaller Font for Plain Text Messages

Plain text emails use a simple font like Courier New. You can change this to something cleaner. Go to Personal Stationery and click Font next to Composing and reading plain text messages. Choose a font like Arial and set the size to 11pt. Your plain text emails will look more professional.

Create a Signature with a Custom Font

Your email signature can use a different font from your main message. In Outlook, click File > Options > Mail > Signatures. Type your signature text, highlight it, and choose a font in the formatting bar. Many brands use their signature font consistently across all mail.

Save a New Email as a Template

If you often send emails with a certain font style and layout, set it up once. Create a new message, apply all formatting, then go to File > Save As and choose Outlook Template. When you need it, go to New Items > More Items > Choose Form and pick your template. This saves time and keeps fonts consistent.

How To Change Font In Outlook FAQ

Common Issues

If the result is not working as expected, return to the previous step, check the material or setting involved, and make one adjustment at a time for how to change font in outlook.

How do I change the font in Outlook for Windows?

Go to File > Options > Mail. Scroll to Compose messages and click Stationery and Fonts. From there you can set fonts for new mail, replies, and plain text messages.

Can I change the font in Outlook on the web?

Yes. In Outlook on the web, click the Settings gear icon in the top right, then search for Compose and reply. You can set a default font there. The options are more limited than the desktop version.

Why does my font change when I reply to an email?

Reply fonts are separate from new message fonts. If you only changed the font for new mail, replies still use the old style. Set the Reply and forwards font in the same Stationery and Fonts window to fix this.

Does changing my Outlook font change my email signature?

No. Your signature has its own font settings. If you want the signature to match your new font, edit it separately in File > Options > Mail > Signatures.

What is the easiest way to change font size in Outlook?

Highlight the text you want to change and press Ctrl + Shift + > to make it bigger, or Ctrl + Shift + < to make it smaller. This works inside the message body without opening any menus.

Final Checklist for How To Change Font In Outlook

Choose a standard font like Arial or Calibri for wide compatibility
Set the font for new mail messages
Set the font for replies and forwards separately
Set the font for plain text messages
Check that HTML is your default message format
Send a test email to yourself to confirm the font looks right
Make sure your signature font matches if you want consistency
Restart Outlook if changes do not apply immediately