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Outlook: show and view the number of messages in a folder

Author: Kelly Last Modified: 2024-07-02

You may note there is a number behind each messages folder, indicating how many messages are unread in the folder. For example the Inbox 5, it means five unread messages stay in the Inbox folder in total.

In some cases, it may require the total number of items instead of unread number, for example the total number of deleted messages, junked emails, etc. But how to show and view the total number of items in Outlook? There are a couple of tricks to do it:

Method A: View the number of messages directly in the Navigation Pane

Method B: Show the total numbers of items behind corresponding folders

Method C: Quickly show the total number of items in all folders using an amazing tool 👍

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arrow blue right bubbleMethod A: View the number of messages in the Navigation Pane directly

For POP3 email accounts

If you are using POP3 account, you can follow these steps to view message number in Navigation Pane:

When you select and highlight one message folder, the item number and unread number in this folder will be displayed at the bottom of Navigation Pane automatically.

Let’s take the Inbox for example. You may view the Inbox 5 in the Navigation Pane. Firstly, click and highlight the Inbox, and then you will see the ITEM: 58 Unread: 5 at the bottom of Navigation Pane. See the following screen shot:

For IMAP email accounts

If you are using the an IMAP email account in Microsoft Outlook 2007, the method above works well, while in Outlook 2010 and 2013 there are no items number and unread number at the bottom of Navigation Pane, except the text of Filter applied.

In this case, please firstly please select a folder that belongs to the data file of an IMAP email account, and then please click the Change View > IMAP Message on the View tab in Microsoft Outlook 2010 and 2013.

Then you will see the items number and unread number of selected folder at the bottom of Navigation Pane immediately.


arrow blue right bubbleMethod B: Show the total numbers of items behind corresponding folders

The alternative method is to show the item number behind corresponding folder. You can do it as following:

Step 1: Right click the folder that you will show its item number, and click the Properties in the right-clicking menu.

Step 2: In (Folder) Properties dialog box, check the Show total number of items option.

Step 3: Click the OK button.

Then the number behind selected folder will be changed from the number of unread items to the total number of items at once. See the following screen shot:


arrow blue right bubbleMethod C: Quickly show the total number of items in all folders using an amazing tool 👍

To overcome the limitations of having to select each folder individually to view the number of messages, or adjust settings folder by folder to display the number of messages, a more efficient approach is using a comprehensive tool like Kutools for Outlook. With the All Folders Show Total Number of Items feature from Kutools, you can have an overarching view of message counts across all your email folders at a glance. This method significantly enhances productivity by eliminating the need to manually adjust settings for each folder, offering a clear advantage over more labor-intensive methods.

Note: To apply the All Folders Show Total Number of Items feature in Kutools for Outlook, firstly, you should download and install Kutools for Outlook.

Navigate to the Kutools Plus tab and click Folder > All Folders Show Total Number of Items.

You can see the item counts for all folders are shown instantly.

Tip: Before you tap into the full power of our All Folders Show Total Number of Items feature, remember to download and install Kutools for Outlook. Haven't done that yet? No problem! Enjoy a 30-day free trial of Kutools. Over 70 features stay free after the trial. Upgrade your email game with Kutools today!

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Comments (16)
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This comment was minimized by the moderator on the site
Je cite " cliquez et mettez en surbrillance la boîte de réception, puis vous verrez le ARTICLE: 58 Non lu: 5 au bas du volet de navigation. "
Je cherche à avoir cette affichage car à ce jour je ne peux pas avoir et le nombre de message lu et non lu. L'affichage n'y est plus.
This comment was minimized by the moderator on the site
Hi there,

Please right-click on the status bar and make sure that you have checked the below two options:
https://www.extendoffice.com/images/stories/comments/ljy-picture/should_check_options.png
The message "ARTICLE: 58 Non lu: 5" should be in the bottom-left corner of your Outlook page when you select the Inbox folder. Please check it there.

Amanda
This comment was minimized by the moderator on the site
Here's a challenge for you.
I can't get scripts to work to autosave attachments so I've created a rule to copy incoming messages to another email folder.
I don't want that folder to show ANY number since I can't find a way to automatically mark the copy as read without looking at it. I want this so that when I'm on leave, I will still receive a copy of quotes that are created.

Any ideas?
This comment was minimized by the moderator on the site
Hi there,

Please add the below VBA code to a module:
Public Sub MakeUnread(MItem As Outlook.MailItem)
  On Error Resume Next
  MItem.UnRead = True
End Sub

Then create a rule to run the script:
https://www.extendoffice.com/images/stories/comments/ljy-picture/run_script.png
Note: You should select conditions to filer the messages to apply this rule as you need.

Then create a rule with both of the two actions as shown below to copy and move the messages to the certain folder and mark them as read:
https://www.extendoffice.com/images/stories/comments/ljy-picture/rule_to_move_and_mark_as_read.png
Note: You should select conditions to filer the messages to apply this rule as you need.

Make sure the spript rule is listed below the move and mark as read rule. If not, select the script rule and click on the down arrow to move it down.
https://www.extendoffice.com/images/stories/comments/ljy-picture/order.png

Hope the above method could help you.

By the way, I noticed that you did the rules because you could not autosave attachments. Why don't you try the Auto Save feature from Kutools for Outlook? The add-in offers a free trial for 60 days with no limitations: https://www.extendoffice.com/download/kutools-for-outlook.html
https://www.extendoffice.com/images/stories/comments/ljy-picture/auto_save.png

Amanda
This comment was minimized by the moderator on the site
Hi Amanda.

Thanks for that. I think I understand what you're telling me, though so far, despite copying scripts from websites, none of them have worked for me. They don't save a copy of the attachment, mark anything as read or unread and I don't know what I'm doing wrong. I'm literally copying and pasting and changing only the save directory where I'm told to do so.

My understanding of "Move (or copy) to a folder and mark as read" means that it makes the copy in the selected folder then marks the original email as read. I want it to make the copy to another folder and then the copy be marked as read while the original email remains unread. Or is that what your script does?

I tried Kutools earlier this evening and after stuffing around with scripts that don't work and Power Automate which gives me a headache, Kutools Save Attachment function does EXACTLY what I wanted to do with autosaving an attachment. Alas, it's a work computer so I doubt they'd let me install it, and I can't see them spending $US17,000 for the entire company so that I alone can save attachments automatically.

Even if I bought a single licence myself, they probably wouldn't let me install it. Besides, I can't afford the single licence. And since I can't speak or read any language other than English, I can't partake the translation for a free licence option either.

I'll have to satisfy myself with a rule that copies the whole email to another folder and leaves a great big number alerting any nosy person that a copy of an unread email has been made.
This comment was minimized by the moderator on the site
Hi there,

The rule as shown below will mark the both origianl email and copied one as read.
https://cdn.extendoffice.com/images/stories/comments/ljy-picture/rule_to_move_and_mark_as_read.png

And the VBA code to be add to a module and embeded in the script rule will mark the original email as unread.

We've tried the rules in our computer, it should work well. Please make sure that the spript rule is listed below the move and mark as read rule. 🙂

Amanda
This comment was minimized by the moderator on the site
my inbox shows 72 unread items on the bottom of the screen I see the ##.# GB free and next to it is Items: 5,012. This doesn't appear to be an accurate count. I have deleted items older than 6 months and used conversation clean up, if I scroll through the emails manually, the count seems to be way off. How do I get this number reduced. Thank you for your assistance.
This comment was minimized by the moderator on the site
I am trying to display total messages in my folder in my outlook365 email, but when I right click on the folder in question (as suggested above) I do not get the properties option, only a limited set of options, anybody know why?
This comment was minimized by the moderator on the site
Why is the number next to my Inbox folder (14--which I understand represents the number of unread emails) different from the number next to my Unread Mail folder (13)?
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