You may want to add a background color or image to an Outlook email to make it more visually appealing for a newsletter or special announcement. This feature is called Page Color and applies a design behind your email text. This article explains how to add a solid color or a picture as your email background using the desktop app.
Key Takeaways: Adding Email Backgrounds in Outlook
- Page Color menu: Use this command on the Options tab to apply a solid color or a custom picture to your email background.
- Fill Effects dialog: Access this from the Page Color menu to set a gradient, texture, pattern, or picture as your background.
- Picture as texture option: This setting tiles your chosen image across the entire email background for full coverage.
Understanding the Page Color Feature in Outlook
The Page Color feature in Outlook changes the background of your email composition window. It is different from changing the theme of the Outlook application itself. This background will be visible to recipients when they open your email, provided their email client supports HTML formatting.
Before you start, you need to be using a newer version of the Outlook desktop app for Windows. The feature is available in Outlook as part of Microsoft 365 and Outlook 2021. The web version of Outlook does not support adding custom email backgrounds. You should also have any image files you want to use saved on your computer.
Steps to Add a Background to Your Email
Follow these steps to add a solid color or an image as the background for a new email message.
- Start a new email
Open Outlook and click New Email on the Home tab to create a blank message. - Open the Page Color menu
Go to the Options tab in the new message window. In the Themes group, click the Page Color button. - Choose a solid color
A color palette appears. Click any theme color or standard color to apply it instantly as a solid background. - Select More Colors or Fill Effects
For a custom color, click More Colors. To use a gradient or an image, click Fill Effects at the bottom of the menu. - Set a picture background
In the Fill Effects dialog, click the Picture tab. Click the Select Picture button, find your image file, and click Insert. Ensure the “Picture as texture” option is checked, then click OK. - Compose your email
The background is now applied. Type your email text. The text color may need adjustment for readability against the new background.
Using the Format Background Pane for More Control
For detailed control over a picture background, use the Format Background pane.
- Open the pane
With a new email open, go to Options > Page Color > Fill Effects. Go to the Picture tab and click Select Picture. - Choose your source
You can select a picture From a file, search Bing, or use OneDrive. Select your image and click Insert. - Adjust tiling and offset
Back in the Fill Effects dialog, use the options under “Picture as texture” to control how the image repeats. You can set offset percentages for the X and Y axes. - Apply and close
Click OK to apply the background with your adjustments. The pane closes, and you return to your email.
Common Mistakes and Limitations to Avoid
Background Not Showing for Recipients
If the recipient does not see the background, their email client may block HTML backgrounds. Some corporate security settings strip custom formatting. Always send a test to yourself first. For critical design, consider creating the entire email as a single image, though this is not accessible.
Poor Text Readability
A busy image can make black text hard to read. After adding the background, select your text. Use the Font Color button on the Message tab to change it to white or a contrasting color. Use bold formatting for better visibility.
Outlook Web App Does Not Support This Feature
You cannot add a Page Color when composing an email in Outlook on the web. This action must be done in the Windows desktop application. If you edit an email with a background in the web app, the background may be removed.
Large Image Files Increase Email Size
Using a high-resolution picture as a tiled texture can make the email file size very large. This may trigger spam filters or get rejected by recipient servers. Use optimized, smaller image files for this purpose.
Page Color vs. Stationery: Key Differences
| Item | Page Color | Stationery |
|---|---|---|
| Primary Use | Adds a simple background color or image | Applies a complete design template with fonts and graphics |
| Customization Level | Basic control over color and picture tiling | Pre-designed themes, less granular control |
| Access Path | Options tab > Page Color button | File > Options > Mail > Stationery and Fonts |
| Best For | Quick, single-email branding or decoration | Consistent corporate branding across all new emails |
| File Size Impact | Moderate, depends on image used | Can be higher due to full theme graphics |
You can now add a custom background to make your Outlook emails stand out. Remember to check readability by sending a test email to yourself first. For a more permanent branded look, explore creating custom stationery via File > Options > Mail. An advanced tip is to use a very light gradient from the Fill Effects dialog for a professional look that rarely has display issues.