How To Set Default Font In Outlook
This guide explains how to approach how to set default font in outlook, including the preparation, practical steps, common mistakes, and final checks that help you finish with confidence.
Before You Start
Step-by-Step Instructions
Quick Reference
Common Problems When You Set Default Font In Outlook
Sometimes things don't go as planned. Here are some of the most common issues and how to fix them.
My font doesn't change when I reply to some emails.
This is almost always because the original email was sent in Plain Text format. Plain Text, by design, contains no formatting—no fonts, colours, or sizes. When you reply, Outlook defaults to keeping the same format for consistency. To fix this for a specific reply, click on the Format Text tab in the new message window and select HTML. This will allow you to use your default font settings.
My chosen font looks different to the person I sent it to.
This happens when you use a custom font that you've installed on your computer, but the recipient does not have that same font installed. Their email client will substitute it with a default font, like Arial or Times New Roman. To ensure your emails look the same for everyone, stick to "web-safe" fonts that are pre-installed on nearly all computers. Good choices include Arial, Verdana, Georgia, Tahoma, and Times New Roman.
My font settings keep resetting.
If you're in a corporate environment, your IT department may enforce a company-wide email policy or theme that overrides your personal settings. This is often done to maintain brand consistency. If your settings won't save, check with your IT support team. In other cases, issues with a corrupted Outlook profile or conflicting add-ins can cause this problem.
Advanced Tips for Setting Your Default Font
How To Set Default Font In Outlook FAQ
Can I set a different default font for replies than for new emails?
Yes, but only in the classic Outlook desktop application for Windows and the Outlook for Mac app. These versions have separate font settings for "New mail messages" and "Replying or forwarding messages." The New Outlook and Outlook on the Web use a single default font setting for all composed messages.
Will my default font sync across all my devices?
No, typically not. The default font is an application-specific setting. The settings you configure in the Outlook desktop app on your work PC will not automatically apply to Outlook on the Web on your laptop or the Outlook mobile app. You need to set your preferences on each device or platform you use.
How do I reset my font settings back to the original Outlook default?
There isn't a single "reset" button. You must go back into the font settings and manually change them back. The default font for many years in Outlook has been Calibri, 11pt, Black. Simply select these options in the font dialog box to restore the original settings.
Why is my default font grey instead of black?
In recent versions, Outlook's default black is actually a dark grey ("Automatic" colour) for better on-screen readability and to appear less harsh than pure black. If you want true, solid black, you must manually select Black (the first option in the standard colours palette, with RGB values 0, 0, 0) in the font colour picker.