How to Master Font Size in Outlook Emails: A Comprehensive Guide

So, you’re staring at an Outlook email, squinting like a desert traveler at a mirage. The font is either microscopic or gargantuan, and you just want it right. Well, fret no more, my friend! You’ve come to the right place. Changing the font size in Outlook emails is a fundamental skill, and I’m here to guide you through the process like a seasoned Sherpa leading you up Font Everest.

Essentially, there are a few methods to change the font size in Outlook emails. The method depends on whether you’re: 1) composing a new email or replying to an email; 2) just wanting to temporarily change the viewing font size, or 3) wanting to make permanent default changes to all new emails, replies, and forwards. This article will cover all of these options.

Changing Font Size When Composing a New Email or Reply

This is probably the most common scenario. You’re crafting a brilliant email and realize the font isn’t quite right. Here’s how to adjust it:

1. Start or Open the Email: Begin composing a new email, replying, or forwarding an existing one.
2. Select the Text: Highlight the specific text you want to modify, or select all text using Ctrl+A (Cmd+A on a Mac).
3. Access the Formatting Tools: In the compose window, look for the Format Text tab (or a similar formatting toolbar). It’s typically located near the top of the window.
4. Find the Font Size Menu: Within the Format Text tab, you’ll find a dropdown menu labeled “Font Size” (often showing a number like “11”). Click this menu to reveal a list of font sizes.
5. Choose Your Size: Select the desired font size from the list. You’ll see the text change in real-time (or after clicking).
6. Fine-Tune (Optional): If the perfect size isn’t listed, you can often manually enter a number in the font size box. Try different values until you find one that works for you.
7. Important Note: Remember that these changes only apply to the current email and the selected text. To make permanent changes, read on!

Permanently Changing the Default Font Size for New Emails

Tired of tweaking the font size every time you compose a new message? Let’s set a default:

1. Open Outlook Options: Go to File > Options.
2. Select Mail: In the Outlook Options window, click on the “Mail” tab.
3. Compose Messages: In the Compose messages section, select “Stationery and Fonts…“.
4. Personal Stationery Tab: In the “Signatures and Stationery” dialog box, make sure the “Personal Stationery” tab is selected.
5. Fonts for New Mail Messages: Under “New mail messages”, click the “Font…” button. This opens a font dialog box where you can specify the font, font style (e.g., Bold, Italic), size, and color.
6. Select Your Desired Font and Size: Choose your preferred font, style, and, most importantly, size.
7. OK and Apply: Click “OK” to close the font dialog, then click “OK” again in the “Signatures and Stationery” dialog box, and finally click “OK” in the Outlook Options window.

Now, all new emails you compose will use your chosen font size. Victory!

Changing the Default Font Size for Replies and Forwards

You might want a different font size for replies and forwards than for new emails. Here’s how to set that:

1. Repeat Steps 1-4 from above: Navigate to File > Options > Mail > Stationery and Fonts… > Personal Stationery tab.
2. Fonts for Replying or Forwarding: Under “Replying or forwarding”, click the “Font…” button.
3. Select Your Preferred Font and Size: In the font dialog box, select the font, style, and size you want to use for replies and forwards.
4. Confirm Your Selection: Click “OK” to close the font dialog box, then click “OK” again in the “Signatures and Stationery” dialog box, and finally click “OK” in the Outlook Options window.

From now on, all replies and forwards will inherit the font size you just specified.

Adjusting the Viewing Font Size (Zooming)

Sometimes, the font size in an email is fine, but you just need a temporary boost for readability. This is where the zoom function comes in handy:

1. Open the Email: Open the email you want to view.
2. Find the Zoom Slider: Look for a zoom slider in the bottom-right corner of the Outlook window. It usually displays a percentage (e.g., 100%).
3. Adjust the Zoom: Click and drag the slider to the right to increase the zoom (making the text larger) or to the left to decrease the zoom (making the text smaller).
4. Alternative Method: Some versions of Outlook allow you to use Ctrl+Plus sign (+) or Ctrl+Minus sign (-) (Cmd+Plus or Cmd+Minus on a Mac) to zoom in and out, respectively.
5. Important Note: Zoom changes are temporary and only apply to the currently open email. Once you close the email, the zoom level will reset to the default.

This is a quick and easy way to adjust readability without permanently altering any settings.

FAQs About Font Sizes in Outlook

Here are answers to common questions, based on years of experience navigating the labyrinthine settings of Outlook.

1. Why does my font size revert to the default after I send the email?

This usually happens if the recipient’s email client doesn’t support the specific font or formatting you’ve used. Outlook, in its infinite wisdom, sometimes strips away unsupported formatting to ensure the email is readable. To minimize this, stick to common fonts like Arial, Times New Roman, or Calibri and use inline formatting rather than relying heavily on CSS or complex HTML.

2. How do I change the font size in the Outlook reading pane?

Unfortunately, there is no way to permanently change the font size used within the Reading Pane itself. You are only able to use the Zoom feature, as described above.

3. Can I set different font sizes for different email accounts within Outlook?

Unfortunately, Outlook doesn’t offer native support for setting different default font sizes for different email accounts. The settings are global and apply to all accounts configured in your Outlook profile. As a clunky work around, you can manually select a new Font size from the dropdown when composing a new email for a specific email account.

4. My signature is using a different font size than the rest of my email. How do I fix this?

Open your signature settings (File > Options > Mail > Signatures…). Edit your signature and manually adjust the font size within the signature editor. Ensure it matches the font size you’ve set as your default. Remember to save the changes.

5. How do I copy and paste text into Outlook without changing the font size?

When pasting, use the “Keep Text Only” option. You can usually find this in the paste options that appear after pasting (a small icon or menu). Alternatively, paste the text into Notepad (or a similar plain text editor) first to strip away any formatting, then copy and paste from Notepad into Outlook.

6. I use Outlook on the web (OWA). How do I change the font size there?

In OWA, open a new email window. Click on the three dots (…) at the bottom of the compose window. Select “Font” and then choose your desired font and size. You can also adjust the zoom level using your browser’s zoom function (usually Ctrl+Plus/Minus or Cmd+Plus/Minus).

7. Why does the font size look different on my screen compared to the recipient’s?

Display settings, screen resolution, and the recipient’s email client can all affect how the font appears. While you can’t control these external factors, using standard fonts and clear formatting practices will increase the likelihood of consistent appearance.

8. Can I use custom fonts in Outlook emails?

Yes, you can, but be aware that if the recipient doesn’t have that font installed, their email client will substitute it with a default font. This can lead to unexpected results. It’s generally best to stick with common fonts for wider compatibility.

9. How do I make specific words or phrases larger or smaller within an email?

Select the specific text you want to modify, and then use the font size dropdown in the Format Text tab to adjust the size as needed. This allows for targeted emphasis.

10. Is there a keyboard shortcut to quickly change the font size in Outlook?

Unfortunately, Outlook doesn’t have a dedicated keyboard shortcut specifically for changing font size. You’ll need to use the Format Text tab or the zoom function.

11. My emails look fine on my computer, but they’re too small on mobile devices. What can I do?

Mobile email clients often scale down emails to fit smaller screens. Use a slightly larger font size than you normally would to compensate. Also, consider using a responsive email template if you’re sending out newsletters or marketing emails, as these are designed to adapt to different screen sizes.

12. Can I set different font sizes for incoming emails versus outgoing emails?

No, you cannot directly set different font sizes for incoming emails. The settings you adjust in Outlook Options only affect how you compose emails. For incoming emails, you can only adjust the viewing font size using the Zoom feature as described above.

Mastering font size in Outlook is crucial for clear communication. By understanding the different methods and settings available, you can ensure your emails are readable and professional, leaving a lasting positive impression. Now go forth and conquer the world of email formatting!