Outlook: changing the font

Most emails are being sent in HTML format, making it relatively easy to adjust fonts and colors as opposed to pure text format. When you want to use a certain font repeatedly or as part of a uniform company communications strategy, you can set your preferred Outlook default font for emails. In the following, you’ll learn how you can set the default font in Outlook across various versions of the Microsoft email client.

The exact steps to changing the default font in Outlook depend on the version you’re using. The following instructions provide step-by-step instructions to set the default font in different versions of Outlook.

In addition to the font, you can also select the font size, font style (italic, bold, etc.). and color for all three profiles. An appropriately formatted sample text is displayed to help you choose.

Step 4: After you’ve changed the Outlook default font, press “OK” to apply the changes.

In older Outlook versions with the classic interface and pull-down menus, follow these steps to change the default font in Outlook:

Step 1: Select “Extras” in “Options“.

Step 2: In the email format tab, select whether you want to send emails as HTML, plain, or rich text (RTF) via the message formatting tab. Very few clients still support the latter.

Step 3: Click on “Fonts” to launch another window from where you’ll be able to select three different fonts as with newer editions of Outlook:

• Compose HTML or rich text messages
• Reply and forward emails
• Write and read plain text emails

Step 4: Confirm your selection by clicking on “Save” and closing the window.

Large fonts and conspicuous colors are typical email beginner mistakes. Most recipients will associate emails formatted this way with spam and dismiss them as dubious. Avoid decorative fonts, as they’re difficult to read on smartphones.

The same applies to the use of smileys in Outlook: use them to express feelings and irony in private emails but avoid them in business communications.

Outlook auto-creates hyperlinks and formats them in blue. You can also hyperlink words or sentences manually in an email. Simply highlight the word, right-click and select “Link” in the menu and enter the URL address.

To remove a hyperlink, right-click and choose “Remove link”. The same applies to auto-generated hyperlinks.

In all locally installed Outlook versions, you can define standard fonts for three text areas: self-composed texts, replies, and forwarded emails. In Outlook.com, however, only a single Outlook default font can be set.

If you want to modify how plain text emails are displayed, simply follow the steps below.

In Outlook versions 2010 to 2019 and Microsoft 365 these settings can be accessed via:

• “File”
• “Options”
• “Mail”
• “Stationery and Fonts”

In Outlook version 2003 and 2007, you’ll find the corresponding settings via:

• “Extras”
• “Options”
• “Mail format”