How to count the number of recipients in the To, Cc, and Bcc fields in Outlook?

Author: Kelly Last Modified: 2025-01-08

When composing an email in Outlook, you may want to know the total number of recipients in the To, Cc, and Bcc fields. Outlook lacks a built-in feature to perform this count, but there are solutions available. In this article, we’ll explore two methods: a VBA macro for basic recipient counting and a more efficient, user-friendly approach using Kutools for Outlook.

Count Recipients in To, Cc, and Bcc Fields with VBA (Manual and Technical)

Quickly Count Total Recipients in To, Cc, and Bcc Fields of Sent Emails with Kutools for Outlook 👍 (Fast and Simple)

Count Recipients in To, Cc, and Bcc Fields with VBA

This method involves using a VBA macro to count the total number of recipients in the To, Cc, and Bcc fields of a composing email.

Step 1: Open the VBA editor

After adding recipients to the email, press Alt + F11 to open the Microsoft Visual Basic for Applications (VBA) window.

Step 2: Insert the VBA code

Click Insert > Module, and paste the following VBA code into the module window:

VBA: Count the number of all recipients

' Count all recipients in To, Cc, and Bcc fields
Sub Hurriedness()
If (Inspectors. Count > 0) Then Msg Box (ActiveInspector.CurrentItem.Recipients.ount) & " Recipients"
End Sub

Step 3: Run the code

Press F5 or click the Run button to execute the code. A dialog box will appear, displaying the total number of recipients in the To, Cc, and Bcc fields.
doc-count-recipients-01

Drawbacks:

Counts Contact Groups as One Recipient: If a contact group is included, it will be counted as a single recipient.
Counts Duplicate: Recipients listed in multiple fields (e.g., both To and Cc) are counted multiple times.
Requires Technical Knowledge: Setting up and running VBA can be challenging for non-technical users.
Not Suitable for Sent Emails: This method only works for currently composed emails, not sent emails.

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Quickly Count Total Recipients in the To, Cc, and Bcc Fields of Sent Emails with Kutools for Outlook 👍

For a hassle-free and time-saving solution, Kutools for Outlook provides the Add the Senders and Multiple Recipients of the Selected Emails to a Contact Group feature and the Information (Contact Group) feature to count recipients in the To, Cc, and Bcc fields in the Sent Items folder. Unlike the VBA method, no coding or manual setup is required, making this the ideal choice for most users.

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Step 1: Create a new contact group

Click Home > New Items > More Items > Contact Group in the Mail view to create a new group. In the Contact Group window, name the group in the Name box and click Save & Close.

shot of creating a new contact group

Step 2: Add recipients to the contact group

Open the Sent Items folder, select the email whose recipients you want to count, and click Kutools > Add Contacts > Add the Senders and Multiple Recipients of the Selected Emails to a Contact Group.

shot of adding recipients to the contact group

Step 3: Confirm the addition

In the Add people to contact group dialog box, uncheck your own email address and leave the recipients checked. Select the contact group you created earlier and click OK.

shot of the Add People to Contact Groups dialog box

Step 4: Count the recipients

Switch to the People (Contacts) view, double-click the contact group to open it, and click Kutools > Information. A window will display the total number of members in the group, along with the creation and last modification dates.

shot of counting the recipients

Advantages:

Comprehensive Counting: Accurately counts recipients in sent emails, even for large recipient lists.
No Duplicate Issues: Ensures duplicate recipients are not counted multiple times.
Additional Information: Displays extra details like creation and modification dates.
User-Friendly: Simplifies the process with a few clicks, making it ideal for users of all experience levels.

Note: To apply the Add the Senders and Multiple Recipients of the Selected Emails to a Contact Group feature and the Information (Contact Group) feature of Kutools for Outlook, firstly, you should download and install Kutools for Outlook.

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Demo: Count the total number of all recipients you have sent emails to

Discover the Kutools / Kutools Plus tab in this video, added by Kutools for Outlook. Now, most features, including AI functionalities, are free! Pro features come with a 30-day trial without limitations!

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