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How to group and sort emails by month in Outlook?

Emails are sorted by received date in the Inbox of Outlook by default. However, there is no command to sort or group all emails by the received month. Here I will introduce a way to group and sort all emails by month in Outlook.

Group or sort emails by month in Outlook by using VBA code

Group or sort emails by month in Outlook by using VBA code

This method will guide you to create a new column named as Month, next apply a VBA macro to extract received month into the new column, and then you can sort or group all emails by the Month column in Outlook.

1.  Open a mail folder where you will sort or group emails by month, and click the View Settings button on the View tab in Outlook 2010 and later version.

doc sort emails by month 1

Note: In Outlook 2007, you can click the View > Current View > Customize current view.

2.  In the coming Advanced View Settings/Customize View dialog box, click the Columns button (or Fields button).

doc sort emails by month 2

3.  In the Show Column/Fields dialog box, click the New Column button (or New Field button) to open New Column/Field dialog box, type Month in the Name box, keep Text selected in both Type box and Format box, and then click the OK button. See screenshot below:

doc sort emails by month 3

4.  Now you get back to the Show Columns/Fields dialog box, click to select the Month item in the Show these columns (or Fields) in this order box, and move it below the Received by clicking the Move Up button, and at last click the OK button.

doc sort emails by month 4

5.  Click the OK button to close the Advanced View Settings/Customize View dialog box.

6.  Select all emails in the opening folder with selecting any email and then pressing the Ctrl + A keys simultaneously.

Note: If the Reading Pane is turning on, please close it with clicking the View > Reading Pane > Off.

7.  Open the Microsoft Visual Basic for Applications window with pressing the Alt + F11 keys in a meanwhile, and then click the Insert > Module.

8.  Paste the following VBA macro into the module:

VBA: Sort or group emails by month

Sub ListSelectionMonth()
	Dim aObj As Object
	Dim oProp As Outlook.UserProperty
	Dim sMonth
	
	On Error Resume Next
	
	For Each aObj In Application.ActiveExplorer.Selection
		Set oMail = aObj
		
		sMonth = Month(oMail.ReceivedTime)
		Set oProp = oMail.UserProperties.Add("Month", olText, True)
		oProp.Value = sMonth
		oMail.Save
		
		Err.Clear
	Next
	
End Sub

9.  Press the F5 key to run this VBA macro.

10.  Now each email’s received month is extracted into the following Month column. To sort all emails by month in this opening folder, just click the column header of Month. See screenshot:

doc sort emails by month 5

Note: To group all emails by month in this opening folder, right click the column header of Month, and then select the Group By This Field from the right-clicking menu. See screenshot:

doc sort emails by month 6

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Comments (14)
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moon
moon
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I have Outlook 2007 and have try that VBA. First I did have the problem that only 1 E-Mail of all get the month show.
I needed to mark all E-Mails first and then push in VBA F5 to show in all E-Mails the month.

a bad part of that code is that all month (1, 2, 3, 4, 5, 6, 7, 8, 9) get grouped on the wrong position in front of 10, 11, 12
is there any additional VBA sequence what add to the first 9 Month a 0? ergo 01, 02, 03 etc?

as I have several years in some folders it make sense to group those E-Mails first by year and after that by Month.
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Armin
Armin
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Strange.
Made a restart. Now it works.Sorry for bothering.
Thx again :) <3
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Armin
Armin
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Sorry. Didn't saw that the page is origin in english. #emabarrased
Google translate is getting better. :D
Hello from Hamburg,
great stuff. Thanks for this. :)
Only a small problem.
I had first adapted the code so that it puts the year and month together for me.

Sub ListSelectionYearMonth()
Dim aObj As Object
Dim oProp As Outlook.UserProperty
Dim oMail As Object
Dim sMonth
Dim sYear
Dim sYearMonth

On Error Resume Next

For Each aObj In Application.ActiveExplorer.Selection
Set oMail = aObj

sMonth = Month(oMail.ReceivedTime)
sYear = Year(oMail.ReceivedTime)

If sMonth < 10 Then
sMonth = 0 & sMonth
Else
sMonth = sMonth
End If

sYearMonth = sYear & "/" & sMonth
Set oProp = oMail.UserProperties.Add("YearMonth", olText, True)
oProp.Value = sYearMonth
oMail.Save

Err.Clear
Next

End Sub

This worked wonderfully.
Now I noticed in a folder that a grouping first by year and then by month increases the clarity.
I used the original code.
However, the column there remains empty.

Sub ListSelectionMonth()
Dim aObj As Object
Dim oProp As Outlook.UserProperty
Dim oMail As Object
Dim sMonth

On Error Resume Next

For Each aObj In Application.ActiveExplorer.Selection
Set oMail = aObj

sMonth = Month(oMail.ReceivedTime)

If sMonth < 10 Then
sMonth = 0 & sMonth
Else
sMonth = sMonth
End If

Set oProp = oMail.UserProperties.Add("Month", olText, True)
oProp.Value = sMonth
oMail.Save

Err.Clear
Next

End Sub

I'm a bit perplexed at the moment.

Glad about any advice

VG
Armin


Translated with http://www.DeepL.com/Translator (free version)
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Armin
Armin
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Hallo aus Hamburg,super Sache. Danke dafür. :)Kleines Problem nur.Ich hatte zuerst den Code so angepasst das er mir Jahr und Monat zusammensetzt.
Sub ListSelectionYearMonth()
Dim aObj As Object
Dim oProp As Outlook.UserProperty
Dim oMail As Object
Dim sMonth
Dim sYear
Dim sYearMonth

On Error Resume Next

For Each aObj In Application.ActiveExplorer.Selection
Set oMail = aObj

sMonth = Month(oMail.ReceivedTime)
sYear = Year(oMail.ReceivedTime)

If sMonth < 10 Then
sMonth = 0 & sMonth
Else
sMonth = sMonth
End If

sYearMonth = sYear & "/" & sMonth
Set oProp = oMail.UserProperties.Add("JahrMonat", olText, True)
oProp.Value = sYearMonth
oMail.Save

Err.Clear
Next

End Sub

Hat wunderbar geklappt.Nun ist mir in einem Ordner aufgefallen das eine Gruppierung zuersnach Jahr und dann nach Monat die Übersichtlichkeit noch erhöht.Habe als den ursprünglichen Code genommen.Dort bleibt dann allerdings die Spalte leer.
Sub ListSelectionMonth()
Dim aObj As Object
Dim oProp As Outlook.UserProperty
Dim oMail As Object
Dim sMonth

On Error Resume Next

For Each aObj In Application.ActiveExplorer.Selection
Set oMail = aObj

sMonth = Month(oMail.ReceivedTime)

If sMonth < 10 Then
sMonth = 0 & sMonth
Else
sMonth = sMonth
End If

Set oProp = oMail.UserProperties.Add("Monat", olText, True)
oProp.Value = sMonth
oMail.Save

Err.Clear
Next

End Sub

Macht mich grad etwas ratlos.
Freue mich über jeden Rat
VGArmin
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invisalign@gmail.com
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This will also help.
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Nikolay
Nikolay
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The code works as in the article. But it does not apply to new letters. Every time you need to go to the created module in the Visual Basik and press F5.
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hanzo
hanzo
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I used the above vba and let me begin by saying this does help in micro management which is not available by default. this is beneficial for archival and storage and not something supposed to work automatically for incoming email. I was able to modify this a bit and also add a year column. So for all emails I was able to get a month and year so that I can group and then regroup (by year and then by month). What I did find however is there is some kind of limitation to the number of items it goes through and then exists (not sure why). For example if I were to select a folder with 18k-19k emails, it will loop only through some and then at the end of the run it will not update all the emails with the required. However if you run in smaller batches then it runs perfectly fine. The painful part here is to keep on selecting in batches. This is a pain for people like me who wish to manage or rather arrange years or emails that runs in a 6 figures in numbers. Anyone here been able to figure this out out or willing to go on a troubleshooting spree to fix this or how this can be addressed ?
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Bhushit Joshipura
Bhushit Joshipura
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That is, I want to group mails by subject and put the group with maximum mails on the top. How can I do that?
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Bhushit Joshipura
Bhushit Joshipura
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I want to :

1. Group mails by subject

2. Sort them by number of e-mails inside the group

How can I do achieve this?
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Carine
Carine     Bhushit Joshipura
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I want this too
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Oliver Stoltze
Oliver Stoltze
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Is it possible to create VBA macro to group and sort emails by week?
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