How to Change Your Default Font in Outlook? A Quick Guide

Introduction: Understanding Outlook’s Default Font Settings

Are you trying to add a little something more to your emails or match them to the identity of your brand? We’ll walk you through quickly changing Outlook’s default font, size, and color to fit your style preferences.

Microsoft Outlook is a widely used email client, offering users a range of features to manage their emails, calendars, and tasks efficiently. One of the ways to personalize your experience in Outlook is by changing the default font.

This allows you to customize the appearance of your emails, making them look more professional or aligned with your personal style.

Just as your clothing defines your style, the default font in Outlook defines the visual identity of your emails. By changing Outlook’s default typeface, you can create emails that truly reflect your personality. Personalize them to make them stand out in a sea of incoming messages.

However, be cautious of potential pitfalls. Changing the font could impact the accessibility and readability of your emails, and some fonts might come across as unprofessional.

This tutorial will teach you how to change the default font in Outlook on any platform—PC, Mac, or online app. We’ll also provide you with some pointers on how to make your Outlook emails appear modern, polished, and inclusive.

For more tips and best practices on managing your email and enhancing your digital communication, check out the Resources at ARZ Host.

What Is the Default Font for Outlook? Overview and Features

The emails you write in Outlook are first prepared with a preset font choice chosen by Microsoft.

Calibri, a sans-serif font favoured for its contemporary lines and readability on computer displays, was the default font for a long time.

The standard setting for the size and color of all Office 365 productivity products, such as Word and Outlook, was 11 points and black.

However, following the testing of five alternatives and the gathering of user input, Microsoft decided to redesign its apps. Additionally, Bill Gates’ company introduced the new default font for Outlook in 2021.

Bierstadt was the original name of the font. However, it has since adopted the name Aptos. Its default size when used is 12 points. And black continues to be the default color.

The purpose of this modification was to bring the Microsoft 365 user experience up to date. However, you can alter the default typeface connected with your Outlook account if you have fond memories of Outlook’s previous font or if you would want to use a different font.

The default size for Calibri in Outlook is typically set at 11 points, striking a balance between readability and the amount of content that can fit on the screen. While Calibri remains the default, Outlook provides users with the flexibility to customize their email’s appearance, allowing them to change the font, size, and color according to their preferences.

It’s also important to note that the default font might vary depending on the version of Outlook you are using or if the application has been modified by an organization’s IT department.

However, for the vast majority of users, Calibri in 11-point size is what they will see when composing a new email or reading received messages, providing a consistent and professional look that aligns with modern design standards.

Why Change the Default Font in Outlook? Key Reasons

Changing the default font in Outlook can enhance both the visual appeal and functionality of your emails. 

Here’s a detailed explanation of why you might want to change the default font in Outlook:

1: Maintaining Brand Consistency

For businesses, maintaining brand consistency across all forms of communication is crucial. By changing the default font in Outlook to one that aligns with your brand’s style guide, you ensure that every email sent from your organization reflects your brand’s identity. 

This helps in creating a cohesive and professional image, whether communicating with clients, partners, or internally

2: Enhancing Personalization

Changing the default font allows you to add a personal touch to your emails. If you’re an individual who frequently communicates via email, selecting a font that resonates with your personality or professional style can make your emails stand out. 

This personalization can help in building stronger connections with your recipients, making your emails feel more unique and thoughtful.

3: Improving Readability and Accessibility

The default font in Outlook may not be the most readable for everyone, especially if you frequently work with people who have specific visual preferences or impairments.

Changing the default font to one that is easier to read can improve communication, reduce misunderstandings, and make your emails more accessible. For example, fonts with larger, clearer characters or higher contrast can be easier on the eyes, especially for recipients with vision challenges.

To learn more about how making your content more accessible can benefit your audience and enhance your digital presence, check out our article Why Accessibility Is Essential for Websites.

4: Uplifting Professionalism

The default font settings in Outlook might not always convey the level of professionalism required for certain communications. By choosing a more formal or appropriate font, you can tailor your emails to fit the context. 

For example, using a serif font might be more suitable for formal business communications, while a sans-serif font might be preferred for a more modern, clean look.

5: Avoiding Compatibility Issues

Not all fonts are universally supported across different email clients and devices. By selecting a widely supported font as your default, you can reduce the likelihood of your emails displaying incorrectly on the recipient’s end. 

This ensures that your message is delivered as intended, without any formatting issues that could arise from using a less common font.

6: Boosting Efficiency and Productivity

If you find yourself frequently changing the font when composing emails, it’s more efficient to set your preferred font as the default. This saves time and ensures consistency across all your outgoing messages. Over time, this small adjustment can lead to significant productivity gains, especially if you send a high volume of emails.

7: Expressing Creativity in Communication

For those in creative fields, changing the default font can be an opportunity to showcase creativity. A individual font choice can reflect your innovative approach and set your emails apart from the standard ones. 

While it’s important to ensure readability and professionalism, a well-chosen font can add flair and personality to your communication.

8: Adapting to Audience Preferences

Changing the default font in Outlook is a simple but impactful way to enhance your email communication. By considering factors such as readability, professionalism, and audience preferences, you can make a significant difference in how your emails are received.

Understanding your audience and choosing a font that aligns with their expectations can improve engagement and ensure that your emails stand out for all the right reasons.

Whether you’re aiming for brand consistency, expressing your personal style, or maintaining a professional tone, the right font choice can make your communication more effective.

How to Change Your Default Font in Outlook: 4 Easy Methods

Changing the default font in Outlook can help personalize your emails and ensure that your messages are consistently formatted across all devices. 

Here’s how you can change the default font in Outlook on various platforms:

1: Changing the Default Font in Outlook on the Web

• Outlook on the Web (OWA) allows users to set a default font that applies to all outgoing emails. Here’s how you can do it:

1: Log into Outlook on the Web:

• Open your preferred web browser and go to Outlook.com.
• Log in with your Outlook credentials.

2: Access Settings:

• Click on the gear icon located at the top right corner of the page to open the settings menu.
• In the search bar, type “Compose and reply” and select it from the drop-down list.

3: Set Default Font:

• In the “Compose and reply” section, scroll down to the “Message format” section.
• Here, you can select your desired font, font size, and color.
• Once you’ve made your selections, scroll to the bottom of the page and click on “Save.”

4: Verification:

• Create a new email to verify that the changes have been applied. The font should now be set to your selected default.

2: Modifying the Default Font in Outlook on Windows

If you’re using the Outlook desktop application on Windows, you can easily change the default font for all new messages, replies, and forwarded emails:

1: Open Outlook:

• Launch the Outlook desktop app on your windows computer.

2: Access Options:

• Click on the “File” tab at the top left corner of the screen.
• From the left-hand menu, select “Options.”

3: Change Mail Format:

• In the “Outlook Options” window, click on “Mail” from the left-hand menu.
• Under “Compose messages,” click on the “Stationery and Fonts” button.

4: Set Default Fonts:

• In the “Signatures and Stationery” dialog box, you can set the default font for new emails, replies, and forwards.
• Select your preferred font, style, size, and color for each category.
• Click “OK” to save your changes, and then click “OK” again to close the “Outlook Options” window.

5: Verification:

• Compose a new email to ensure that the default font has been updated according to your preferences.

3: Adjusting the Default Font in Outlook on Mac

On Mac, the Outlook desktop app provides similar options for customizing your default font:

1: Open Outlook:

• Launch the Outlook app on your Mac.

2: Access Preferences:

• In the top menu bar, click on “Outlook” and select “Preferences” from the drop-down menu.

3: Set Default Fonts:

• In the “Preferences” window, click on “Fonts.”
• You’ll see options to change the font for composing new messages, replying, or forwarding emails, and for plain text messages.
• Click on the font options for each category and choose your preferred font, style, and size.

4: Save Changes:

• After selecting your desired font settings, close the “Fonts” preferences window. Your changes will be automatically saved.

5: Verification:

• Create a new email to confirm that your default font has been updated.

4: Updating the Default Font in Outlook on Mobile

Outlook on mobile devices doesn’t allow for extensive font customization like the desktop and web versions. However, you can change the font size, which can indirectly affect the appearance of your emails:

1: For iOS (iPhone/iPad):

• Change Font Size via Settings:
  • Open the “Settings” app on your iPhone or iPad.
  • Scroll down and tap on “Display & Brightness.”
  • Select “Text Size” and adjust the slider to increase or decrease the font size.
• Verify in Outlook:
  • Open the Outlook app to see the adjusted font size in your emails.

2: For Android:

• Change Font Size via Settings:
  • Open the “Settings” app on your Android device.
  • Scroll down and tap on “Display.”
  • Select “Font size” or “Screen zoom” and adjust the slider to change the font size.
• Verify in Outlook:
  • Open the Outlook app and check if the new font size suits your preference.

Customizing your default font in Outlook is a simple way to ensure your emails have a consistent and professional appearance. Whether you’re using Outlook on the Web, Windows, Mac, or a mobile device, these quick methods will help you personalize your email experience.

Which Methods Are Best for Selecting a New Default Font?

Changing the default font for your Outlook emails is more than simply a matter of taste. It is important to consider who will be receiving your new typeface and to ensure that it is readable, readable, and professional.

These best practices may help you in selecting the perfect font for your Outlook correspondence:

• Readability: The font you choose should be simple to read. When a communication appears to have been written in symbols, your recipients won’t waste their time and effort attempting to understand it. Sans-serif fonts with great readability on digital screens include Arial, Verdana, and Calibri.
• Accessibility: Choose a typeface that people with vision impairments can easily read. Your emails will become more inclusive as a result. Avoid using extremely styled typefaces that could confuse readers and optical character recognition (OCR) systems. As a result, select fonts with recognizable letter shapes.
• Professionalism: The typeface you choose for your email has an important impact on how people interpret it. Choose a font that exudes professionalism to project dependability and deference. It could seem fascinating to use certain artistic typefaces. However, they don’t necessarily provide a favourable picture in a work setting.
• Compatibility: Lastly, choose a font that is widely compatible with a variety of email clients and devices. In this manner, your emails will look the same no matter where or how they are viewed. Your message will appear in a different typeface if the email client on the recipient’s device does not support the font you have selected.

That’s all well and good, but which fonts meet all these requirements? The most often used typefaces for writing emails are listed below in brief;

1. Arial
2. Verdana
3. Georgia
4. Tahoma
5. Open Sans
6. Calibri
7. Courier New
8. Helvetica

The following important considerations should be made when selecting a new default font for your Outlook emails: readability, accessibility, professionalism, and compatibility. Your audience will appreciate it:)

We suggest reading this excellent post from the Nielsen Norman Group and this font legibility guide from WebAIM for more in-depth information on this subject.

How to Restore Outlook’s Default Font Style

Error-prone? Or perhaps you’d prefer to use Outlook’s original font? Not a sweat. With a few clicks, you can return Outlook to its default font style, size, and color. This is how it operates.

Step 1: Open Outlook.

Step 2: Use the following options to change your default font by repeating the previous steps.

➡️ If Outlook for Microsoft 365, Outlook 2015, Outlook 2016, or Outlook 2021 is being used by you:

• Font: +Body
• Font style: Regular
• Size: 11
• Color: Automatic

➡️ If you’re using Outlook for the web:

• Font: Aptos
• Font style: Regular
• Size: 12
• Color: Black

➡️ If you’re using Outlook for Mac:

• Font: Calibri (Body)
• Font style: Regular
• Size: 11
• Color: Black

Step 3: Click Save when you’re finished.

There you have it, then. The default font in Microsoft Outlook has been successfully restored. Your emails will now appear exactly as they did previously.

Tips for Choosing the Right Font for Outlook

Selecting the right font for your Outlook emails is essential for creating professional and readable communication. 

Here are some key tips to help you choose the right font for your emails:

1: Prioritize Readability and Clarity

• Choose a Clear Font: Opt for fonts that are easy to read, such as Arial, Calibri, or Verdana. These fonts have clean lines and are well-suited for both on-screen and printed documents.
• Avoid Decorative Fonts: Stay away from overly decorative or script fonts, as they can be difficult to read, especially on smaller screens.

2: Consider Appropriate Font Size

• Stick to Standard Sizes: A font size of 10pt to 12pt is generally considered appropriate for email communication. This size range ensures that your text is legible without appearing too large or too small.
• Adjust for Accessibility: If your audience includes individuals with visual impairments, consider using a slightly larger font size, such as 14pt, to enhance readability.

3: Opt for Web-Safe Fonts

• Ensure Consistency Across Devices: Web-safe fonts like Times New Roman, Georgia, and Tahoma are widely supported across different email clients and devices. This ensures that your email appears the same way to all recipients.
• Avoid Uncommon Fonts: Using non-standard fonts may result in your text being displayed in a default font on the recipient’s end, potentially altering the intended look of your email.

4: Maintain a Professional Tone

• Choose a Neutral Font: Professional environments often favor neutral fonts like Calibri, Helvetica, or Times New Roman, which convey a formal and polished tone.
• Match the Font to Your Brand: If you’re sending emails on behalf of a company, consider using a font that aligns with your brand’s style guide, as long as it remains professional and readable.

5: Ensure Compatibility Across Devices

• Preview Your Email: Before sending, preview your email in different email clients and devices to ensure the font displays as intended.
• Check for Mobile Responsiveness: Make sure your chosen font looks good on mobile devices, where screen sizes can vary significantly.

6: Limit the Use of Multiple Fonts

• Stick to One or Two Fonts: Using multiple fonts in one email can create a cluttered and unprofessional appearance. Stick to one primary font and, if necessary, a secondary font for headings or emphasis.
• Consistent Font Usage: Ensure consistent font usage throughout your email, including in your signature, to maintain a cohesive look.

7: Evaluate Font Color and Contrast

• Choose a Dark Font Color: Dark colors like black or dark Gray are typically the most readable. Avoid light or bright colors that might be hard to see against a white background.
• Ensure Sufficient Contrast: The font color should contrast well with the background color to improve legibility. For example, dark text on a light background is usually easiest to read.

By following these tips, you can select a font that enhances the clarity, professionalism, and effectiveness of your Outlook emails.

Conclusion: Choosing and Implementing the Perfect Font for Outlook

Changing Outlook’s default typeface is a straightforward yet impactful way to personalize your email communications. Whether you’re using the Web App, Windows, or Mac, you can quickly select a new font, adjust its size, and change its color to better match your style or brand.

Remember, your font choice affects not just aesthetics but also readability and professionalism. For business emails, opt for a formal typeface to maintain a professional tone. If you’re using Outlook for personal communication, you might explore more creative fonts to reflect your personality.

Choosing the right font can enhance how your emails are perceived and ensure they stand out in a crowded inbox. So, select a typeface that aligns with your company’s spirit and is easy to read, and transform your emails from generic to exceptional.

For optimizing your digital presence, visit our website, ARZ Host.

FAQs (Frequently Asked Questions)

1: How do I change the default font in Outlook?  

To change the default font in Outlook, follow these steps:

• Open Outlook: Launch the Outlook application on your computer.
• Go to Options: Click on the “File” tab in the top-left corner, and then select “Options” from the menu.
• Mail Settings: In the Outlook Options window, click on “Mail” in the left-hand menu.
• Stationery and Fonts: Under the “Compose messages” section, click on the “Stationery and Fonts” button.
• Change Font Settings: In the Signatures and Stationery window, you’ll see options to change the font for new mail messages, Replying or forwarding messages, and composing and reading plain text messages. Click “Font” next to each option to select your preferred font style, size, and color.
• Save Changes: After selecting your preferred fonts, click “OK” to save your changes, and then “OK” again to close the Outlook Options window.

2: Can I set different default fonts for new emails, replies, and plain text in Outlook?

Yes, Outlook allows you to set different default fonts for new emails, replies/forwards, and plain text messages. When you go into the “Stationery and Fonts” settings, you’ll see three distinct sections:

• New mail messages: Choose the font style, size, and color for all new emails you compose.
• Replying or forwarding messages: Set a different font for when you’re replying to or forwarding an email.
• Composing and reading plain text messages: This option allows you to choose a default font for plain text emails. Although plain text emails don’t support formatting, this setting controls how plain text emails will appear on your screen.

3: Will changing the default font affect emails I receive from others?

No, changing the default font in Outlook only affects the emails you compose and send. It does not change the font of emails you receive from others. The font settings you choose will only apply to the new emails you create, replies, or forwarded messages. Emails received from others will display in the font style that was used by the sender or in the default font of your email viewer if the email is in plain text format.

4: Why is the font not changing in my Outlook emails after I adjusted the settings?

If the font doesn’t change after you’ve adjusted the settings, there could be a few reasons:

• Plain Text Emails: If you’re composing in plain text mode, font styles and formatting won’t be applied as plain text does not support these features.
• Stationery Theme Conflicts: If you have a stationery theme applied, it may override your font settings. Check if a stationery theme is in use and adjust or remove it if needed.
• Email Format: Ensure that you’re composing your emails in HTML or Rich Text format, which supports font changes. You can verify this by clicking on the “Format Text” tab while composing an email.
• Outlook Profile Issues: Occasionally, an issue with your Outlook profile can prevent changes from taking effect. Restarting Outlook or creating a new Outlook profile may resolve this issue.

5: Can I change the default font for Outlook on the web or mobile app?

As of now, Outlook on the web (Outlook.com) and the Outlook mobile app do not offer the same level of customization for default fonts as the desktop version.

 However, you can manually change the font style and size while composing each email:

• Outlook on the Web: When composing an email, you can use the formatting toolbar at the bottom of the email window to change the font style, size, and color.
• Outlook Mobile App: The mobile app provides limited font formatting options, but you can still bold, italicize, and underline text or change the color as you compose your message.

For more advanced customization, you’ll need to use the Outlook desktop application.

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