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Today's Highlights »
- Outlook text is too small or too large
- Change the fonts in the folder and message list
- Using a Mail App After Changing Outlook.com Sign-in
- How to Change Your Outlook.com Sign-in Address
- Count and List Folder in Classic Outlook
Outlook text is too small or too large
I’ve had a few users complain that the fonts in their messages or sticky notes are too small to read. This can be fixed by zooming in or out.
The quick fix is hold Ctrl as you roll the mouse wheel. This works in messages in all versions of classic Outlook, new Outlook, and Outlook on the web. In new Outlook and Outlook on the web, zooming also changes the message header size.
If you are using new Outlook or Outlook on the web and prefer using the keyboard, Ctrl+ plus or minus keys will zoom in and out. Use Ctrl+0 (zero) to reset zoom to 100%. These keyboard shortcuts work in some Windows apps and web browsers too.
In classic Outlook, Ctrl+ mouse wheel will adjust the text size in the notes field in calendar, contacts, and tasks as well as in sticky notes. Ctrl+ mouse wheel works in other Office apps and some Windows apps and web browsers.
If you are using classic Outlook and reading mail in the reading pane, move the slider on the right of the status bar (under the To-Do bar, if it is enabled) to adjust the zoom level of the current message or when composing a reply.
If you want to set a default zoom level, click on the % value when reading a message to open the Zoom While Reading dialog. After setting the zoom level you prefer, check the box to Remember my preference. Note: only newer versions of Outlook support saving the zoom preference when reading messages.
Also in classic Outlook, when you open a message in a new window there is a Zoom button on the Home ribbon. If you need to adjust zoom when composing a message in an new window, there is a Zoom button on the format Text tab or use Ctrl and roll the mouse wheel.
Change the fonts in the folder and message list
New Outlook doesn't currently support changing the fonts in the folder list or message list, while you can zoom the entire interface in Outlook on the web, using either the browser zoom control or Ctrl+ plus and minus keys.
You can't change the font sizes in the folder list in classic Outlook, which is what a lot of people what to change but you can change the font and font sizes on the message list.
Select the View tab, then View Settings to open the Advanced View Settings. Message list and message preview fonts are under Other Settings. To change the font settings for the subject and sender lines in the message list, change the Row font at the top. The Message preview font is in the middle of the dialog.
If you only want to change the fonts for specific messages in classic Outlook edit existing conditional formatting rules or create new rules under Conditional Formatting on the Advanced View dialog. New Outlook has conditional formatting rules but at this time, you can only apply colors to the messages that meeting the rule’s condition. You can’t change the font.
If you need larger fonts for the folder names, you'll need to change the Windows scale or display percentage, which will affect all Windows applications. To change it, open Windows Settings dialog and search for Display settings then change the scale percentage.
Using a Mail App After Changing Outlook.com Sign-in
The best way to keep your Microsoft account safe from hackers is to create a new primary alias that you only use to log into the Microsoft account and disable signing in using the address the hackers have. This works great if you use Outlook on the web as you can set a default address for new messages but only a few apps use that default mail address. Replies use the address the message was sent to so replies will always default to the address the message was sent to (when you use current Outlook apps.)
If you use new Outlook for Windows, Apple’s iOS mail app, or Outlook.com on the web, the default From address is the one you set in Outlook.com settings at https://outlook.live.com/mail/0/options/mail/forwarding
If you use classic Outlook for Windows, new Outlook for Mac, or either Outlook mobile app for iOS and Android you need to select the From address when you compose new mail as those Outlooks use the primary account address as the default for new email. Click on the From button in classic Outlook or the Email address in the other Outlooks to select a different alias on the account.
The Apple Mac mail app uses the primary address on the account. You cannot change it.
The only other email client I’ve checked so far is eM client. It uses the primary address but has an option to add an alias. You’ll need to select the alias to send from it, for both new messages and replies.
How to Change Your Outlook.com Sign-in Address
For those who missed my earlier posts on keeping hackers out of your account, I’ll repeat them, along with the warning NOT TO REMOVE YOUR CURRENT ADDRESS. Yes, I’m yelling but I see too many people who removed their address and ask how to get it back. Sadly, once an address is removed from an account it is gone forever.
Check for sign in attempts in the activity list at https://account.live.com/Activity. If you have a lot of attempts, you can protect your account by adding a new alias, setting it as primary then removing sign in permission from the current address
Add an alias here - https://account.live.com/names/manage
Warning: DO NOT REMOVE YOUR CURRENT ADDRESS! If you do, it is gone forever. You only want to add a new alias and set it as primary.
Change sign in preferences using the link at the bottom of that page, to open the sign in preferences page at https://account.live.com/SignInPreferences
When you sign in, you need to use the new alias. Do not use the alias anywhere else - only for logging in so it won't get exposed in a data breech.
I have screenshots of the steps to change the sign in address in this article: Keeping Hackers out of Microsoft accounts
Count and List Folders in Classic Outlook
A user had problems syncing Outlook with his IMAP account and I suspect it is because he has a very large numbers of folders. While we could count the folders one by one, it's easier to run a script to get a count. I have a VBA version but PowerShell is easier to run because it does not require changing macro security.
This PowerShell script counts your Outlook folders and lists them in the PowerShell window, along with the total folder count. The script skips hidden folders Outlook uses for company contacts, autocomplete list, quick steps and more. It includes RSS folders, which will run up your folder count if you are using RSS Feeds. The mailbox root folder (typically your email address) is included is the count, so subtract 1 to get the total count.
It can run on the default data file or make a simple edit then select folder in another data file before running it.
Get the PowerShell code and instructions at Count and List Classic Outlook Folders
New & Updated Outlook Support Articles
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[Fixed] Classic Outlook mail merge hangs trying to initialize Word
Outlook Calendars render blank sections in Calendar View
Outlook performance is slow in the Office 365 environment
Describes performance issues that occur when you use Outlook in an Office 365 environment. Specifically, Outlook performs slowly when you open email messages, and mail sits for a long time in the Outbox after you send it. A resolution is provided.
Other Resources
Google Workspace and Outlook with POP Mail
How to connect Google Workspace accounts to Outlook using POP when allow less secure apps is disabled. Users receive this error message: Task 'user@gmail.com - Receiving' reported error (0x800CCC92): '