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How to Update Default Font Used in Microsoft Outlook Emails

As an IT consultant with over 10 years of experience helping clients with Microsoft applications, I often get asked how to update the default font used for composing emails in Outlook. The default font in Outlook is Calibri 11-point, but many want to change it to match their company’s brand styleguide.

Fortunately, it’s easy to change the default fonts in Outlook with just a few clicks. In this comprehensive guide, I’ll walk you through the step-by-step process to update the default fonts for:

  • New messages you compose
  • Replies and forwarded messages
  • Plain text messages

Why Change the Default Font in Outlook?

Here are some of the top reasons you may want to update the default font in Outlook emails:

  • Brand consistency – Using your brand fonts in Outlook emails helps present a consistent brand image.
  • Enhance readability – Some default fonts can be hard to read. Choosing an easy-to-read font improves the email experience.
  • Accessibility – Larger, sans serif fonts tend to be more accessible for those with visual impairments.
  • Personal preference – You may simply prefer the look and feel of another font.

Key Benefit: Making your Outlook emails easy to read and consistent with your brand.

Step-by-Step Guide to Updating Fonts in Outlook

Follow these simple steps to change default fonts in Outlook 365, Outlook 2021, Outlook 2019, and Outlook 2016:

Access Font Settings

  1. Open Outlook and select the File tab
  2. Click Options to open the Outlook Options dialog box
  3. Select Mail on the left sidebar to access mail settings
  4. Click Stationery and Fonts

Choose Default Fonts

Under the Compose messages section, there are three font settings you can customize:

  • New mail messages – Default for new messages
  • Replying or forwarding messages – Default for replies/forwards
  • Composing and reading plain text messages

For each setting:

  1. Click the Font button
  2. Select desired font, style, size, and color
  3. Click OK to save changes

Tip: Preview changes before closing the font window.

Save Changes

  1. Click OK to close Stationery and Fonts
  2. Click OK again to close Options
  3. Changes apply immediately!

That’s it! Now when you compose new messages or reply/forward messages, your customized default fonts will be applied automatically.

Best Practices for Choosing Default Fonts

When selecting a default font, keep these best practices in mind:

  • Use web-safe fonts that appear properly on all devices, like Arial, Tahoma, or Verdana
  • 12 pt size is readable without taking up excess space
  • Sans-serif fonts (without little feet) are easiest to read on screens
  • Single font style throughout emails is best
  • Automatic color adapts based on email theme
  • Preview before saving to ensure font is easy to read

Customizing Other Text Elements in Outlook

Along with default fonts, you can also customize:

  • Stationery – Apply custom themes/backgrounds
  • Text colors – Change text and highlight colors
  • Text styles – Choose bold, italic, underline, etc.
  • Paragraph spacing – Set exact spacing between paragraphs
  • Message theme – Modify overall theme and formatting

These tools allow you to brand your Outlook emails and make them uniquely yours.

Troubleshooting Outlook Font Issues

If your chosen default fonts aren’t sticking or displaying properly, try these troubleshooting tips:

Verify fonts installed – Outlook can only use fonts installed on your system.

Close and reopen Outlook – For changes to apply properly, close and relaunch Outlook.

Reset fonts to default – Revert fonts back to Calibri 11-point to resolve issues.

Disable stationery – Stationery overrides font settings sometimes.

Contact IT support – If other attempts fail, reach out to IT support at your organization.

Reaching out for assistance can help resolve stubborn font issues quickly.

Key Takeaways

Updating default fonts in Outlook is simple when you access the Stationery and Fonts settings. Keep these key takeaways in mind:

  • Change default fonts for new messages, replies/forwards, and plain text messages independently
  • Use web-safe, easy to read fonts at 12 pt size
  • Preview font changes before closing window
  • Stationery and add-ins can override fonts
  • Contact IT if you have unresolved font issues

Choosing the right fonts makes your Outlook emails shine. Now that you know how to update defaults in Outlook, you can implement your desired font across Outlook emails. This contributes to brand consistency and enhanced readability – improving the email experience for both you and recipients.

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