Set Default Font Outlook

Tired of manually adjusting your email font every time you compose a message in Outlook? Knowing how to set default font Outlook saves you from the repetitive task of formatting, while ensuring your emails maintain a consistent brand identity and polished appearance. The best part? You’ll never again send an email with Comic Sans by accident—your professionalism stays intact from the first word to the last. But where do you even start, and why does Outlook sometimes seem to ignore your settings?

Why Your Outlook Font Keeps Resetting (And How to Fix It)

Outlook’s default font settings can feel like a moving target. One day, your emails look perfect in Calibri 11pt; the next, they’re back to Times New Roman 12pt. This usually happens because Outlook distinguishes between new messages and replies/forwards, treating them as separate entities. If you’ve ever wondered why your carefully chosen font disappears when replying to an email, this is why. The fix isn’t complicated, but it does require digging into two distinct settings menus.

The Hidden Difference Between New Emails and Replies

When you set default font Outlook for new messages, you’re only solving half the problem. Replies and forwarded emails often inherit the original sender’s formatting, which can override your preferences. To take full control, you’ll need to adjust both the Stationery and Fonts settings for new messages and the separate settings for replies. Here’s how Outlook categorizes them:

• New messages: Controlled via File > Options > Mail > Stationery and Fonts.
• Replies/forwards: Also in Stationery and Fonts, but under a different tab.
• Plain text emails: A third, often overlooked setting that affects emails sent without HTML formatting.

If you skip configuring replies, your default font will only apply to brand-new emails—leaving your responses at the mercy of the original sender’s formatting.

Step-by-Step: How to Permanently Set Default Font in Outlook

Now that you know why Outlook behaves this way, let’s lock in your preferred font for good. These steps work for Outlook 2016, 2019, 2021, and Microsoft 365 (formerly Office 365). If you’re using Outlook for Mac, the process is similar but with slightly different menu labels.

For Windows Users

1. Open Outlook Options: Click File in the top-left corner, then select Options.
2. Navigate to Mail Settings: In the left sidebar, click Mail, then scroll down to the Compose messages section.
3. Find Stationery and Fonts: Click the Stationery and Fonts... button. A new window will pop up.
4. Set Font for New Messages: Under the Personal Stationery tab, click the Font... button next to Composing and reading plain text messages (yes, even if you use HTML). Choose your font, size, and color, then click OK.
5. Set Font for Replies/Forwards: Still in the same window, click the Font... button under Replying or forwarding messages. Select your preferred font and click OK.
6. Save Your Changes: Click OK to close all windows. Your settings are now saved.

Pro tip: If you use a custom font (like a brand-specific typeface), ensure it’s installed on your computer first. Outlook won’t recognize fonts that aren’t locally available.

For Mac Users

Mac users, your path to setting a default font is slightly different but just as straightforward:

1. Open Outlook and click Outlook in the top menu bar, then select Preferences.
2. Click Fonts under the Email section.
3. Under Message font, click Select Font... to set your default for new emails.
4. Under Reply font, click Select Font... to set your default for replies and forwards.
5. Close the window to save your changes.

Unlike Windows, Outlook for Mac doesn’t have a separate plain text font setting—your chosen font will apply to all message types.

What to Do When Outlook Ignores Your Default Font Settings

You’ve followed the steps to set default font Outlook, but your emails still revert to an unwanted font. This usually happens for one of three reasons:

• HTML vs. Plain Text Conflicts: If you’re sending emails in plain text (common in corporate environments), Outlook may override your font with a system default. Check your message format under File > Options > Mail > Compose messages in this format and switch to HTML if possible.
• Corporate Email Policies: Some organizations enforce default fonts via group policy or Exchange Server settings. If you’re on a work computer, your IT department may have locked these settings. Contact them to confirm.
• Add-Ins Interfering: Third-party Outlook add-ins (like email tracking tools or CRM integrations) can sometimes override font settings. Try disabling add-ins temporarily to see if the issue persists.

If none of these apply, a quick Outlook repair might help. Go to Control Panel > Programs > Programs and Features, select Microsoft Office, and click Change > Quick Repair. This often resolves stubborn formatting issues.

Beyond the Basics: Advanced Font Customization in Outlook

Once you’ve mastered how to set default font Outlook, you can take your email game further with these pro tips:

Using Stationery for Branded Emails

If you want your emails to stand out with a consistent look (think: company logo, custom colors, or a branded header), Outlook’s Stationery feature is your friend. Here’s how to set it up:

1. Go to File > Options > Mail > Stationery and Fonts.
2. Click Themes... to browse built-in stationery options or create your own.
3. Select a theme, then customize it with your brand’s colors, fonts, and images.
4. Check Use theme’s font to ensure your default font aligns with the stationery.

Note: Stationery only applies to new messages, not replies or forwards.

Syncing Fonts Across Devices

If you use Outlook on multiple devices (e.g., a work laptop and a home desktop), your font settings won’t sync automatically. To keep things consistent:

• Use the same font family: Stick to web-safe fonts like Arial, Calibri, or Georgia, which are available on most systems.
• Export/import settings: Use Outlook’s Import/Export feature to transfer your settings between devices (though font settings aren’t always included).
• Cloud-based solutions: If you’re on Microsoft 365, your settings may sync via OneDrive, but this isn’t guaranteed for all configurations.

For true consistency, document your preferred font settings and manually apply them on each device.

The One Font Setting Most Users Overlook

Here’s a little-known secret: Outlook has a third default font setting, buried in the Compose messages options. It’s called When sending messages in Rich Text format to Internet recipients, use this format:, and it defaults to Convert to HTML format. If you or your recipients use Rich Text (common in older versions of Outlook), this setting can override your default font. To ensure your font sticks:

1. Go to File > Options > Mail.
2. Scroll to the Message format section.
3. Change the dropdown to Convert to HTML format (or Plain Text if you prefer).

This small tweak can prevent unexpected font changes when emailing recipients who use different email clients or settings.