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First, confirm you are using New Outlook: it has the Settings gear and ribbon tabs such as Home, View, and Help. If you see File > Options, you are using Classic Outlook, whose instructions and menus differ.
Open the New Outlook settings
- Open New Outlook for Windows.
- Select the Settings gear in the upper-right corner.
- Select a category or search for the setting you need.
- Change the option on the relevant page.
- Select Save if the page provides a Save button.
You can alternatively select View > View settings. For account-related options, select File > Account info > Accounts > Your accounts. Microsoft added the File tab next to Home in November 2025, so older guides may not mention this route.
Change general Outlook settings
Open Settings > General. This section includes settings that affect the general Outlook experience.
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| Page | Examples of available options |
|---|---|
| Appearance | Themes and dark mode |
| Language and time | Display language, time zone, and date and time formats |
| Search | Search scope and related search behavior |
| Notifications | Desktop notifications, sounds, and account-specific notification settings |
| Outlook Data Files | Management of supported PST files |
Turn on dark mode
- Go to Settings > General > Appearance.
- Under Dark mode, select Dark.
- Select Save if prompted.
Change the Outlook language
- Open Settings > General > Language and time.
- Choose a language under Language (Country/Region).
- Select Save.
To change the folders included in searches, open Settings > General > Search and review the available search-scope options.
Change mail settings
Open Settings > Mail. Available pages can vary by account and Outlook build. Common settings include:
- Layout: Focused Inbox, message organization, reading pane, and message-list format.
- Compose and reply: Default format and font, text predictions, suggested replies, and undo send where supported.
- Junk email: Blocked senders, blocked domains, and safe senders or domains.
- Customize actions: Actions shown in the message list and swipe actions on supported layouts.
- Rules: Rules that automatically move, delete, categorize, or otherwise process messages.
- Attachments: Attachment-related options where available.
Stop Outlook grouping messages into conversations
- Go to Settings > Mail > Layout.
- Find Message organization.
- Select the option to view individual messages instead of conversations.
- Select Save if required.
Change the default composing font
- Select View > View settings, or open the Settings gear.
- Go to Mail > Compose and reply.
- Under Message format, choose the font, size, and other formatting options.
- Select Save.
Block an email address or domain
- Open Settings > Mail > Junk email.
- If Outlook shows an account selector, select the account whose block list you want to change.
- Enter the address under Blocked senders, or the domain under Blocked domains.
- Select Add, then Save.
New Outlook’s own sender-blocking feature does not support Gmail, Yahoo, iCloud, or other third-party accounts. To block a sender for one of those accounts, use the email provider’s website or app.
Change calendar settings
Open Settings > Calendar. Common pages include View, Events and invitations, Shared calendars, and, where supported, Work hours and location.
Change the default calendar reminder
- Go to Settings > Calendar > Events and invitations.
- Under Events you create, find Default reminder.
- Choose the reminder interval.
- Select Save if prompted.
Change the calendar time zone
- Open Settings > Calendar > View.
- Find Time zones.
- Under Display my calendar in time zone, select the required time zone.
- Save the change if Outlook displays a Save button.
The Events and invitations page also controls default meeting behavior, invitation handling, early meeting endings, and invitations from other people.
Manage accounts and signatures
Open Settings > Accounts. Depending on the account and Outlook build, you may see Your accounts, Signatures, Categories, Shared with me, and Email accounts.
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Add an email account
- Go to Settings > Accounts > Your accounts.
- Select Add Account.
- Enter the email address and select Continue.
- Complete the provider’s sign-in and authentication steps.
- Select Done when Outlook finishes adding the account.
Make an account the primary account
- Open Settings > Accounts > Your accounts.
- Select Manage beside the account.
- Open Account details.
- Select Set as primary account.
Remove an account
- Go to Settings > Accounts > Your accounts.
- Select Manage beside the account you want to remove.
- Open Account details and select Remove.
- Confirm the removal.
Removing an account from Outlook does not delete the underlying email account. It removes the account’s offline cached content from the device. For non-Microsoft accounts, Outlook may offer Remove from only this device or Remove from all devices.
Create or edit a signature
- Open Settings > Accounts > Signatures.
- Select the account for which you want to create or edit the signature.
- Select Add signature.
- Enter and format the signature.
- Choose whether it applies to new messages, replies and forwards, or both.
- Select Save.
Signatures are account-specific. If you have several accounts, select the correct account before editing one.
Change notification settings
Notification controls can appear in several places:
- Settings > General > Notifications
- Settings > Notifications, in builds with a separate Notifications page
- Settings > Calendar > Events and invitations, for calendar-event behavior
- Windows Settings > System > Notifications > Outlook (new), for Windows notification permissions and banners
Show calendar notifications when New Outlook is closed
Microsoft documents these requirements for desktop calendar notifications when New Outlook is closed:
- In Outlook, open Settings > Notifications.
- Expand Notifications in Outlook.
- Turn on Send notifications when Outlook is closed.
- Under Notify me about, expand Calendar.
- Select Desktop, then select Save.
- In Windows 11, open Settings > System > Notifications > Outlook (new) and turn on Show notification banners.
- Open Settings > Apps > Installed apps, find Outlook (new), select its three-dot menu, and choose Advanced options.
- Set Let this app run in background to Always.
This closed-Outlook notification feature is not available in Outlook on the web.
Settings that affect only one account
Do not assume every change applies to all accounts. When multiple accounts are configured, some pages include an account selector. Select the relevant account before changing settings, particularly for:
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- Mail junk-email lists
- Signatures
- Categories
- Notification behavior
- Shared-mailbox settings
For example, adding a blocked sender while the wrong account is selected will not necessarily change the junk-email list for your other accounts.
Import settings from Classic Outlook
When you first switch to New Outlook, it may offer an Import Settings option. Microsoft lists supported settings that may be imported, including conversation grouping, reading-pane position, density, preview text, dark mode, notifications, signatures, automatic replies, Focused Inbox, mark-as-read behavior, Quick Steps, default fonts, meeting hours, early meeting endings, reminders, time zone, date and time formats, week-start day, work-week days, and calendar view.
Importing depends on Classic Outlook having General > Store my Outlook settings in the cloud (requires restarting Outlook) enabled. If that option was not selected, some settings may not migrate.
To retry the migration in New Outlook, go to Settings > Accounts > Your accounts, select Manage beside the top-most primary account, and select Get Started.
Why a setting may be missing
A missing menu does not always indicate a problem. New Outlook’s settings can vary according to the following:
- The type of email account connected to Outlook
- Your work or school organization’s policies
- Your Outlook version and current rollout stage
- Whether the feature is available for your account
- Whether the feature is Windows-only or also supported on the web
Microsoft states that changes made in New Outlook for Windows are also reflected in Outlook on the web. Windows notification permissions, background execution, and some offline settings are exceptions that remain device-specific.
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Shared mailboxes and public folders
Shared-mailbox options such as categories, notifications, rules, and automatic replies may be unavailable when the mailbox is shown only as a shared folder. The mailbox may need to be added as an account through File > Account info or Settings > Accounts > Shared with me. You generally need Full Access permission.
New Outlook has limited public-folder support. If you regularly create, modify, or delete public folders, Classic Outlook may still be required.
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Offline settings and delayed changes
New Outlook’s offline mode stores supported mail, calendar events, people, and settings on the device. If Outlook is offline or synchronization has not finished, a changed setting or message may not appear consistently across devices. Reconnect to the internet, allow synchronization to complete, and restart Outlook before assuming that a change failed.
Recent menu changes
Older instructions can be misleading because New Outlook continues to receive interface changes. Notable changes include:
| Approximate date | Change |
|---|---|
| March 2026 | Search Folder configuration moved to Settings, with additional Search Folder types and folder-scoping options. |
| March 2026 | The Accounts > Signatures page was redesigned. |
| November 2025 | A File tab was added next to Home with Account info and account-management commands. |
| March 2025 | Supported PST management became available under General > Outlook Data Files. |
| April 2025 | Meeting-invitation behavior became configurable under Calendar > Events and invitations > Invitations from other people. |
| September 2025 | Custom folder ordering became available through View > Folder pane > Sort folders > Custom folder order. |
If an older article tells you to use File > Options, it is describing Classic Outlook, not New Outlook.
FAQ
How do I open Settings in New Outlook?
Select the gear icon in the upper-right corner, then choose a category or search for a setting. You can also select View > View settings.
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- Reliable Plug and Play: The USB receiver provides a reliable wireless connection up to 33 ft (1), so you can forget about drop-outs and delays and you can take it wherever you use your computer
- Type in Comfort: The design of this keyboard creates a comfortable typing experience thanks to the low-profile, quiet keys and standard layout with full-size F-keys, number pad, and arrow keys
- Durable and Resilient: This full-size wireless keyboard features a spill-resistant design (2), durable keys and sturdy tilt legs with adjustable height
- Long Battery Life: MK270 combo features a 36-month keyboard and 12-month mouse battery life (3), along with on/off switches allowing you to go months without the hassle of changing batteries
- Easy to Use: This wireless keyboard and mouse combo features 8 multimedia hotkeys for instant access to the Internet, email, play/pause, and volume so you can easily check out your favorite sites
Why can’t I find File > Options in New Outlook?
File > Options is a Classic Outlook path. New Outlook uses the Settings gear, View > View settings, and selected File > Account info routes.
Do New Outlook settings apply to all my email accounts?
Not always. Junk-email lists, signatures, categories, notifications, and shared-mailbox options may be account-specific. Select the relevant account before making the change.
How do I change the default reminder in New Outlook?
Go to Settings > Calendar > Events and invitations > Events you create > Default reminder, choose an interval, and select Save if prompted.
Can New Outlook block senders from Gmail or Yahoo accounts?
No. New Outlook does not provide its own sender-blocking feature for Gmail, Yahoo, iCloud, and other third-party accounts. Use the email provider’s website or app instead.
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No. It removes the account from Outlook and deletes its offline cached content from the device, but the underlying email account remains active.
The Bottom Line
For New Outlook, start with the Settings gear or View > View settings. Use General for appearance, language, search, and notifications; Mail for message behavior and rules; Calendar for reminders and time zones; and Accounts for accounts and signatures. If a setting is missing, check the account type, permissions, Outlook build, and feature availability. Many settings sync with Outlook on the web, while Windows notification permissions, background execution, and some offline behavior are device-specific.
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