You want every new email you write in Outlook to start with your preferred font and size. This setting is managed in the Outlook options, not within individual messages. This article explains how to set a universal default for all new messages, replies, and forwards.
Key Takeaways: Setting Your Default Email Font
- File > Options > Mail > Stationery and Fonts: The central location to define the default font for new messages, replies, and forwards.
- Theme Fonts button: Lets you select from a set of coordinated fonts defined by your Windows theme for a consistent look.
- Always use my fonts: A checkbox that overrides recipient font settings when reading plain text messages.
Understanding Outlook’s Default Font Settings
Outlook stores your default font preferences separately for three actions: composing new emails, replying to messages, and forwarding messages. You can set a different font for each action if needed. These settings apply to the HTML and Plain Text message formats. The Rich Text format is less common and uses its own separate font setting.
Before you begin, know the exact font name and point size you want to use. The changes you make will not affect emails you have already written or received. They will only apply to messages you create after updating the settings.
Steps to Set Your Default Font
Follow these steps to change the default font for all new Outlook emails. The process is the same for Outlook as part of Microsoft 365, Outlook 2021, 2019, and 2016.
- Open Outlook Options
Click the File tab in the top-left corner of the Outlook window. Then select Options from the left-hand menu. - Navigate to Mail Settings
In the Outlook Options dialog box, select the Mail category from the left sidebar. - Open the Font Settings
Scroll down within the Mail settings until you see the Compose messages section. Click the Stationery and Fonts button. - Set the New Mail Font
In the Signatures and Stationery dialog, go to the Personal Stationery tab. Under New mail messages, click the Font button. Choose your desired font, style, size, and color. Click OK to confirm. - Set Fonts for Replies and Forwards
Repeat the previous step for the Replying and forwarding messages section if you want a different font for those actions. Click the corresponding Font button to set it. - Apply and Save
Click OK in the Signatures and Stationery dialog. Click OK again in the Outlook Options window to save all changes and close it.
Using Theme Fonts for Consistency
For a look that matches your Windows setup, use the Theme Fonts feature. In the Font selection dialog, click the Theme Fonts button at the top. This shows a list of fonts paired by your Windows theme, like Headings and Body. Selecting one here ensures your email font aligns with other Office applications.
Common Mistakes and Limitations
Font Changes Don’t Apply to Existing Drafts
The new default font only affects messages you start after changing the setting. Any email already saved in your Drafts folder will keep its original formatting. You must manually change the font in those existing drafts.
Recipients See Different Fonts
If a recipient’s email client does not support your chosen font, their system will substitute a similar one. For maximum compatibility, use common web-safe fonts like Arial, Times New Roman, or Georgia. The Always use my fonts checkbox in the Stationery settings can force your preferred font when reading plain-text emails you receive.
Setting Doesn’t Apply to Calendar or Tasks
The default font setting in File > Options > Mail only controls email messages. It does not change the font used in Calendar appointments, Task descriptions, or Contact notes. Those items use the general Office theme or Windows system settings.
Default Font Settings for Different Message Types
| Item | New Mail Message | Replying/Forwarding | Plain Text Messages |
|---|---|---|---|
| Primary Control | Font button under New mail messages | Font button under Replying and forwarding messages | Same font dialogs; uses monospace font like Courier New by default |
| Best Practice | Set your standard brand or personal font here | Often set to a smaller size or color like blue to differentiate quotes | Use the Always use my fonts checkbox for consistency |
| Format Scope | HTML and Plain Text formats | HTML and Plain Text formats | Applies only when composing or reading in Plain Text format |
You can now create all new emails with your chosen default font and size. For further customization, explore creating email signatures that use your new default font. A related advanced tip is to use Outlook’s VBA editor to write a macro that applies your preferred font with a single keyboard shortcut, saving time on manual formatting.