How to Change the Background View in Outlook on Any Device

To change Outlook’s appearance, open its appearance or theme settings and choose a light, dark, or colored theme; in classic Outlook for Windows, use File > Options > General to change the Office theme or decorative background. The exact controls depend on which Outlook app you use. These steps cover the common versions and explain how to tell an app background from an email or inbox view.

What You’ll Need

Access to the Outlook app or website where you want the change to appear. Outlook settings may not carry over to every device or version.
A current sign-in if your organization manages your Microsoft 365 account. Some appearance options may be restricted by an administrator.
A minute to identify your version: classic Outlook for Windows has a File tab; new Outlook has a Settings gear and a newer, simplified interface. Outlook on the web runs in a browser.

Step-by-Step

Decide what you mean by background. An Outlook theme changes the colors or appearance of the app. A decorative Office background adds a subtle pattern to parts of the Office interface in classic Windows Outlook. A message background changes the appearance of one email you compose, while a view changes how the inbox is arranged. The instructions below start with the overall app appearance, which is what most people mean by changing Outlook’s background.
Open the appearance controls for your version.
- In new Outlook for Windows, select the Settings gear in the upper-right corner, then open General > Appearance.
- In Outlook on the web, select the Settings gear, then choose General > Appearance. This applies to the signed-in web experience; it may not change the desktop app.
- In classic Outlook for Windows, select File > Options > General. Look for Personalize your copy of Microsoft Office.
- In Outlook for Mac, open Outlook > Settings > General and look for Appearance or Dark Mode. Labels and available choices can vary by release.
- In the Outlook mobile app, tap the profile icon or menu, then the Settings gear, and look for Appearance or Theme. The exact labels can differ between iOS and Android app releases.
Choose a theme or color scheme. In new Outlook or Outlook on the web, select a theme in Appearance. In classic Outlook for Windows, use the Office Theme menu; options commonly include Colorful, Dark Gray, Black, or White, though availability can differ. On Mac and mobile, select a light, dark, or system-matched appearance if offered. A theme usually changes interface colors, not the content or formatting of messages you have already received.
Turn dark mode on or off if that is your goal. Select Dark in the appearance settings when you want a darker interface, or choose Light to return to a pale background. If the app offers Use system setting or Automatic, Outlook follows the device’s light and dark appearance schedule. That is useful if you want Outlook to switch along with your computer or phone rather than setting a separate schedule inside Outlook.
Set the classic Office decorative background, if available. In classic Outlook for Windows, go to File > Options > General. Under Personalize your copy of Microsoft Office, open the Office Background list and choose a pattern or No Background. This is not the same as the dark or light Office Theme: it adds a decorative design to parts of the Office window, rather than recoloring the email reading area. New Outlook, the web app, Mac, and mobile may not offer this specific pattern control.
Check the result in the right place. Close the settings panel and look at the inbox, navigation area, and message list. If you changed Office Background, inspect the top area of the app, where that decorative pattern may be visible. Open a message as well: its white page may remain white even when Outlook’s menus are dark. Some versions provide a separate switch for the message-reading background when dark mode is active.
Make a separate change for a message or inbox layout. If you meant the background of a new email, start a message and check the compose ribbon for formatting or page-color controls; these are not available in every Outlook version, and they affect that message rather than the whole app. If you meant the arrangement of the inbox, open the View tab in classic Outlook and use Change View or the available view settings. A different view can change columns or message spacing, but it does not set a color background.
Repeat the change on other devices when needed. Appearance choices can be app-specific. For example, changing the theme in Outlook on the web does not necessarily change classic Outlook on a PC or the Outlook app on a phone. Open the same appearance controls on each device and choose the desired setting there.

Common Mistakes

Looking for one universal background switch. Outlook has several versions, and a setting available in classic Windows Outlook may not exist in new Outlook or Outlook for Mac. First identify whether you have a File tab or a Settings gear, then use the matching route above.

Confusing Office Background with Office Theme. The background list in classic Outlook adds a decorative pattern, while the Office Theme changes interface colors. If you want a dark interface, change the theme or dark-mode setting, not just the decorative pattern. If you want no pattern, choose No Background without expecting the color scheme to change.

Expecting email messages to change color. Changing Outlook’s theme usually affects the application controls, not the background chosen by the person who sent a message. Dark mode can also display message content differently from the inbox. Do not assume the appearance of a received email has been edited or that recipients will see your app theme.

Changing the wrong kind of view. View settings such as message spacing, columns, or reading-pane placement are separate from appearance settings. If you adjust the View tab but the colors remain the same, return to Settings or Office Options and choose a theme.

Tips

Try the light and dark options while viewing both the message list and an open email. A dark navigation area with a light message page can be normal, not a failed setting.
If you use Outlook at work, consider whether a strong theme or contrast makes dates, unread messages, and selected items harder to distinguish. Choose a theme that keeps those cues easy to see.
Use the system-matched or automatic option if you want Outlook to follow your Windows, Mac, iPhone, or Android appearance. If it switches at an unexpected time, check the device’s own dark-mode schedule.
Before changing a work-managed account, note the original setting. That makes it easy to restore if the new colors are uncomfortable or reduce readability.
When giving someone instructions, name the app version and device. “Settings > General > Appearance in new Outlook” is more useful than simply saying “change the Outlook background.”

Troubleshooting

The Appearance option is missing. Confirm that you are in the intended app. In classic Outlook for Windows, use File > Options > General rather than looking for the newer Settings panel. In the web app or new Outlook, open the Settings gear and expand General if necessary. If the option is still absent, update Outlook or ask your Microsoft 365 administrator whether organization policies limit personalization.

The theme changed, but the message area is still white. That can be expected. Outlook may apply dark colors to its navigation and message list while keeping the email itself light for readability. Look for a message-specific dark-mode or switch-background control in your version. If none is available, the app may not support changing that area independently.

The change did not appear on another device. Check the setting in that device’s Outlook app rather than assuming it syncs. Also verify that the device is signed in to the account you intended to change; multiple work and personal accounts can make it easy to adjust the wrong one.

The colors change back later. If Outlook is set to follow the system, a scheduled device-level dark-mode change may be responsible. Choose Light or Dark explicitly in Outlook to keep a fixed appearance, or adjust the operating system schedule if you prefer automatic switching. A managed work device may also restore organization defaults.

The app looks different after an update. Microsoft sometimes changes labels or moves settings between releases. Search within the Settings panel for Appearance or Theme, or use Outlook’s help search for the name of your app. Avoid changing unrelated accessibility or display settings unless you specifically want their broader effects.

Frequently Asked Questions

Does changing the Outlook background change what other people see?
No. The app theme is generally a personal display preference. It does not recolor messages already in your mailbox or change how your recipients’ Outlook apps look.

Can I use a photo as the background for all of Outlook?
Most Outlook versions offer themes, colors, or preset Office patterns rather than a custom photo behind the entire app. A particular compose version may offer formatting for an individual message, but that is different from setting a personal app-wide wallpaper.

Why does Outlook still show a white email in dark mode?
Dark mode may darken the app controls but preserve a light message canvas to make email easier to read. Some versions offer a separate control for the message background; availability depends on the app and release.

How do I change the inbox layout rather than its colors?
In classic Outlook for Windows, open the View tab and use Change View or the relevant view settings to adjust the message list. New Outlook and web Outlook have their own view and layout controls. These affect presentation, not the theme color.

Will the same setting work on Outlook for Windows and Mac?
Not always. Both apps provide appearance options, but their menus and available decorative backgrounds differ. Change the setting separately in each app and use the controls shown in that version.

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