The new Outlook for Windows includes Copilot themes that change the color scheme of the interface. These themes are part of the Copilot subscription and are separate from the standard Office theme settings. Users often cannot find the theme options because the menu location differs from classic Outlook or because the Copilot license is missing.
This article explains where to locate the Copilot themes settings in new Outlook. It also covers the practical limits of these themes, such as license requirements and customization restrictions. You will learn exactly which settings to adjust and what to expect from the feature.
Knowing the boundaries of Copilot themes helps you avoid confusion when the expected options do not appear. This guide focuses on the current behavior of new Outlook as of early 2025.
Key Takeaways: Copilot Themes in New Outlook
- Settings > General > Appearance > Theme: The exact path to change Copilot themes in new Outlook.
- Copilot Pro or Microsoft 365 Copilot license: Required to unlock the Copilot theme section; without it, only standard themes appear.
- Copilot themes are preset color packs: You cannot create custom color combinations or upload your own images.
What Are Copilot Themes in New Outlook?
Copilot themes are a set of curated color palettes that change the accent color and background tint of the new Outlook interface. They are part of the Copilot for Microsoft 365 subscription and are not available to users with a free Outlook account or a standard Microsoft 365 Business Basic license.
Each theme applies a consistent color scheme to the ribbon, navigation pane, reading pane, and message list. The themes do not affect fonts, spacing, or layout. They only modify colors.
The feature is separate from the Windows personalization settings and the classic Outlook theme options. Changing your Windows accent color does not change the Copilot theme in new Outlook. You must adjust the setting inside the app.
Prerequisites for Copilot Themes
Before you see the Copilot theme options, your account must meet these conditions:
- You have a paid Microsoft 365 Copilot subscription or a Copilot Pro license.
- You are using the new Outlook for Windows (version 1.2024.x or later).
- Your tenant administrator has not disabled the Copilot features via policy.
If you have a standard Microsoft 365 E3 or E5 license without the Copilot add-on, the Copilot themes section will not appear. You will only see the standard Light, Dark, and System themes.
Where to Find Copilot Themes Settings
The setting is located inside the new Outlook application settings. Follow these steps to change your Copilot theme:
- Open Settings
In the new Outlook window, click the gear icon in the upper-right corner. This opens the Settings pane. - Navigate to General
In the Settings pane, click the General tab on the left side. - Select Appearance
Under the General section, click Appearance. This shows the theme and display options. - Open the Theme dropdown
Look for the Theme dropdown menu. Click it to see the list of available themes. - Choose a Copilot theme
Scroll through the list. Themes labeled with a Copilot icon or the word “Copilot” are the Copilot themes. Select one to apply it immediately.
The theme change takes effect as soon as you select it. No restart or save button is required.
Practical Limits of Copilot Themes
Copilot themes have several restrictions that users should know before relying on the feature.
No Custom Color Creation
You cannot create a custom color palette. The available themes are fixed sets of colors provided by Microsoft. There is no color picker or hex code input in the settings.
No Image or Background Upload
Unlike Windows personalization, Copilot themes do not support custom background images. You cannot upload a company logo or a personal photo to use as a theme background.
License Lock
If your Copilot subscription expires, the Copilot themes revert to a default theme. You lose access to the Copilot color packs until you renew the license. The theme dropdown will show only the standard options.
No Per-Mailbox or Per-Role Assignment
The theme setting is per-device and per-user. You cannot assign a specific Copilot theme to a shared mailbox or a delegate account. Each user must set their own theme on each device.
Limited Theme Count
As of early 2025, Microsoft offers five Copilot themes: Ocean, Forest, Sunset, Glacier, and Midnight. This number may increase with future updates, but the current selection is small.
If Copilot Themes Do Not Appear
“I have a Copilot license but no Copilot themes in the dropdown”
This usually happens when the new Outlook is not updated to the latest version. Check for updates by clicking File > Office Account > Update Options > Update Now. After the update, close and reopen Outlook. The Copilot themes should appear in the Theme dropdown.
If the themes still do not appear, verify that your Copilot license is assigned to your user account in the Microsoft 365 admin center. An unassigned license will not activate the feature.
“I changed the theme but it does not save after restart”
This issue can occur if your Outlook profile is corrupted or if a group policy forces a specific theme. Check with your IT administrator for any enforced theme policies. To reset the profile, go to Control Panel > Mail > Show Profiles and create a new profile.
“The Copilot theme looks different on my second monitor”
Copilot themes do not adapt to different display color profiles. If your monitors have different color calibrations, the theme may appear slightly different on each screen. This is a display hardware limitation, not a software bug.
Copilot Themes vs Standard Outlook Themes vs Windows Themes
| Item | Copilot Themes | Standard Outlook Themes | Windows Personalization |
|---|---|---|---|
| License required | Copilot Pro or M365 Copilot | Any Outlook license | None |
| Custom colors | No | No | Yes |
| Custom images | No | No | Yes |
| Affects other apps | No | No | Yes |
| Number of presets | 5 | 3 (Light, Dark, System) | Unlimited |
| Settings location | Settings > General > Appearance | Settings > General > Appearance | Settings > Personalization |
Copilot themes are the only option that adds new color presets beyond the basic Light, Dark, and System modes. However, they offer no customization and require a paid add-on license.
Conclusion
You can now locate the Copilot themes in new Outlook under Settings > General > Appearance > Theme. The feature is limited to five preset color packs and requires an active Copilot subscription. You cannot create custom colors or upload images.
If you need more control over the interface appearance, consider using Windows personalization settings for the window borders and taskbar. For Outlook-specific color changes, the standard Dark theme may be sufficient.
Check the Microsoft 365 roadmap for updates on additional Copilot themes. Microsoft may expand the selection in future releases.