The quickest way to change your Outlook background

In Outlook on Windows, go to File > Options > General, then look for the Personalization section. You will see a dropdown menu labeled Office Theme. Choose from Colorful, Dark Gray, or White. This changes the overall color scheme of your entire Outlook window, not just the email reading pane.

On Mac, the process is slightly different. Open Outlook > Preferences > General, then select your preferred theme from the Appearance section. Mac offers the same three theme options as Windows.

If you are using Outlook on the web (Outlook.com), you have fewer built-in options. The web version follows your system's light or dark mode setting by default. You cannot customize the background color beyond what your operating system provides.

Key Takeaways

  • Windows Outlook themes are found in File > Options > General under Personalization, with three preset color options available.
  • Mac Outlook uses Preferences > General > Appearance to access the same three theme choices.
  • Outlook on the web does not offer custom background color settings and instead mirrors your device's light or dark mode.
  • Changing your theme affects the entire Outlook interface, including the ribbon, sidebar, and reading pane, not just the email background.

Understanding the three Outlook themes

Colorful is the default theme in most Outlook installations. It uses a blue accent color throughout the interface with a white background for the main content area. This theme works well if you spend long hours in Outlook and prefer a brighter workspace.

Dark Gray switches the entire interface to a dark background with light text. This reduces eye strain in low-light environments and uses less battery power on some devices. The reading pane background becomes dark, making white email text easier to read at night.

White is a minimal theme that removes most color accents and uses a clean white background throughout. It is useful if you find the Colorful theme distracting or if you need a neutral appearance for screen sharing during meetings.

Why your email content may not match your theme choice

Changing your Outlook theme does not change the background color of the emails themselves. When someone sends you an email with a colored background or custom formatting, that formatting stays exactly as the sender created it. Your theme only controls the Outlook process window around the email.

If an email appears with a dark background but your Outlook theme is set to Colorful, that dark background came from the email's original design, not from your settings. You cannot override an email's internal formatting through the theme menu.

Changing the reading pane background specifically

If you want to adjust only the reading pane (where you view individual emails) without changing your entire Outlook theme, your options are limited. The reading pane background is tied directly to whichever theme you select—you cannot customize it independently.

One workaround is to use the Dark Gray theme if the default white reading pane causes eye strain. Some users also find that adjusting their monitor's brightness or using their operating system's built-in blue light filter provides more control than Outlook's theme options.

Themes in Outlook for mobile devices

Outlook for iPhone and Outlook for Android follow your device's system-wide light or dark mode setting. You cannot change the background color within the Outlook app itself on mobile. If you want a dark background, enable Dark Mode in your phone's settings, and Outlook will automatically switch to match.

This means your mobile Outlook appearance may differ from your desktop Outlook appearance if your phone and computer have different theme settings. There is no way to make them match unless you use the same theme on both devices.

Troubleshooting theme changes that do not appear

If you change your theme and Outlook does not update when ready, close and reopen the process. Some versions of Outlook require a full restart for theme changes to take effect across all windows.

If you are using Outlook through Microsoft 365 at work, your organization may have locked certain theme options. Contact your IT department if you see only one theme available or if your theme choice reverts after you close Outlook. Your company may enforce a specific appearance for security or branding reasons.

Frequently Asked Questions

Can I make the email list background a different color?

No. The email list (the middle column showing your inbox messages) uses the same background color as the rest of your Outlook interface. It changes only when you switch your overall theme. You cannot customize individual sections separately.

Does changing my theme affect how emails look to people I send them to?

No. Your theme is only your view of Outlook. When you send an email, the recipient sees only the email content itself, not your Outlook background or theme. Your theme choice is completely invisible to other people.

Why does my Outlook look different from my coworker's even though we both use the Colorful theme?

Different versions of Outlook (2019, 2021, Microsoft 365) may display themes slightly differently. Also, if your coworker has a high-contrast display setting enabled in Windows, their Outlook may appear different even with the same theme selected. Check your display settings in Windows if the appearance seems off.

Can I create my own custom theme color?

Not in Outlook itself. You are limited to the three preset themes Microsoft provides. If you need more customization, you would need to adjust your operating system's appearance settings, which may affect all your applications, not just Outlook.

Will my theme choice sync across my devices?

Your theme choice syncs across Windows devices if you are signed into the same Microsoft account. On Mac, your theme preference stays on that specific Mac only. Mobile devices follow your phone's system settings, not your Outlook account settings.