How To Change Font Size On Outlook

This guide explains how to approach how to change font size on outlook, including the preparation, practical steps, common mistakes, and final checks that help you finish with confidence.

2-5 minutes Time needed

Beginner Difficulty

Different Outlook versions Watch out for

Before You Start

Check first: Changing the default font affects every new email you send. Choose a professional, easy-to-read font like Arial, Calibri, or Verdana to ensure your messages are clear and accessible to everyone you email.

Step-by-Step Instructions

Quick Reference

Common Problems When You Change Font Size on Outlook

My font changes won't save

Sometimes, changes made in the Outlook Options don't seem to stick after you restart the application. This can be caused by a permissions issue with Outlook's template files. A simple fix to try is to close Outlook, then right-click the Outlook icon and choose "Run as administrator". Make your font changes again and save them. This elevated permission often allows Outlook to correctly write the changes to its configuration files.

The person I emailed sees a different font

This is a very common issue. You might choose a stylish font on your computer, but if the recipient doesn't have that same font installed, their email client will substitute it with a default one, like Times New Roman or Arial. To avoid this, it's best to stick to universal, system-safe fonts that are available on nearly all computers. Good choices include Arial, Verdana, Georgia, Tahoma, and Calibri.

The Zoom level keeps resetting for each email

The zoom function is designed to be a temporary viewing aid for each individual message, so it typically resets to 100% when you click on a new email. Some newer versions of Outlook for Microsoft 365 have a "Remember my preference" checkbox in the Zoom dialog box. If you see this option, ticking it will keep your chosen zoom level as you move between messages.

Advanced Tips for Changing Font Size on Outlook

Use Conditional Formatting for Incoming Mail

You can make important emails stand out in your inbox list by automatically changing their font size and colour. For example, you can make all emails from your manager appear larger and in blue.

Go to View > View Settings > Conditional Formatting. Here, you can add a rule. Give it a name (e.g., "Manager's Emails"), set the condition (e.g., "From..." and enter their email address), and then click the "Font" button to specify the size, style, and colour for messages that match the rule.

Create and Use Styles for Composing

If you often format emails with different headings, subheadings, and body text, using Styles can save you a huge amount of time, just like in Microsoft Word. In a new email window, go to the Format Text tab. You'll see a gallery of Styles (Normal, Heading 1, etc.). You can right-click a style to modify it and set your preferred font size and formatting. You can then apply these styles with a single click to maintain a professional, consistent structure in your longer emails.