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How to count the total number of items (emails) in all folders in Outlook?

In Outlook, it automatically shows the number of unread items/emails beside folder name in the Navigation pane as right screenshot shown. But now, you need to count the total number of items/emails instead of only unread ones, how? Below workarounds will solve this problems easily!

One click to count total numbers of all items in all folders on Navigation Pane in Outlook

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arrow blue right bubble Count total number of items/emails in one folder

For counting the total number of items/emails in one folder in Outlook, you can easily change this folder’s properties to archive it.

1. In the Navigation Pane, right click the folder whose total number of items you will count, and select Properties from the right-clicking menu. See screenshot below:

2. In the opening Properties dialog box, please check the Show total number of items option, and click the OK button. See screenshot above:

And now the number of unread items beside the folder name is replaced with the total number of all items/emails. See screenshot:

Notes:
(1) After selecting the folder in Navigation Pane, the number of all emails and number of unread emails are also shown at the Status bar.
(2) This method can only show one folder’s total number of items/emails at a time. For showing the total numbers of items of all folders, please try below VBA.


arrow blue right bubble Count total numbers of items/email in all folders with VBA

For counting the total numbers of all items in all folders, please apply below VBA code in Outlook.

1. Press Alt + F11 keys simultaneously to open the Microsoft Visual Basic for Applications window.

2. Click Insert > Module, and then paste below VBA code into the new opening Module window.

VBA: Count/show total numbers of items/emails in all folders in Outlook

Sub ShowTotalInAllFolders()
Dim oStore As Outlook.Store
Dim oRoot As Outlook.Folder

On Error Resume Next

For Each oStore In Application.Session.Stores
Set oRoot = oStore.GetRootFolder
ShowTotalInFolders oRoot
Next
End Sub

Private Sub ShowTotalInFolders(ByVal Root As Outlook.Folder)
Dim oFolder As Outlook.Folder

On Error Resume Next

If Root.Folders.Count > 0 Then
For Each oFolder In Root.Folders
oFolder.ShowItemCount = olShowTotalItemCount
ShowTotalInFolders oFolder
Next
End If
End Sub

3. Press the F5 key or click the Run button to run this VBA.
And now the total number of items/emails in each folder is showing beside the folder name. See screenshot:


arrow blue right bubble Count total numbers of items/emails in each folder with Kutools for Outlook

If you have Kutools for Outlook installed, you can quickly count the total number of all items/emails in each folder with its All Folders Show Total Number of Items feature. Please do as follows:

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Click Kutools > Options > Show Number of Items > All Folders Show Total Number of Item.
doc count items emails in all folders 001

And now the number of unread items behind each folder on the Navigation Pane is changed to the the total number of all items immediately. See screenshot:doc count items emails in all folders 4

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arrow blue right bubble Count total numbers of all items/emails in all/multiple folders

All of above methods are talking about counting the total number of all emails in each folder. Have you ever thought of summing the numbers of item in each folder and returning a total number? This method will introduce Kutools for Outlook's Statistics feature to count the total number of all/multiple items in all folders.

Kutools for Outlook - With more than 20 handy Outlook add-ins, free to try with no limitation in 60 days

1. Click Kutools > Statistics. See screenshot:
doc count items emails in all folders 002

2. Click the OK button directly in the first Statistic dialog box.
Note: By default all folders in all email accounts are selected. For counting total numbers in several/multiple folders, please check them only and click the OK button.

And now the second Statistic dialog box comes out, and you will get the total number of all items/emails in all folders of all email accounts configured in your Outlook. See screenshot:

Click to download Kutools for Outlook, 60-day free tiral no limitation!

arrow blue right bubbleDemo: count Total number of items (emails) in each/ multiple/ all folders in Outlook

Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 60-day free trial without limitation!


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  • To post as a guest, your comment is unpublished.
    Michael · 11 months ago
    Hoping you guys can help me out. I used the VBA method above but now would like to remove it. I deleted the module in outlook and in C:\Users\user\AppData\Roaming\Microsoft\Outlook but the totals are still appearing next to the folder names.
  • To post as a guest, your comment is unpublished.
    Alan · 1 years ago
    I searched quite a bit before discovering this. The VBA worked quite well and did exactly what I wanted.

    Unforseen issue, the effect seems permanent. Took a while to figure how to resolve/undo. Change this one line from...

    oFolder.ShowItemCount = olShowTotalItemCount to...

    oFolder.ShowItemCount = olShowUnreadItemCount

    ...and there's another constant that can be used, olShowNoItemCount, if no counts should be displayed.

    The first two are available through the UI but, so far as I could tell, have to be applied on a folder by folder basis so the VBA is a real time saver!
    • To post as a guest, your comment is unpublished.
      Tang Kelly · 1 years ago
      Hi Alan,
      Thank you very much for your comment and suggestion on the VBA. Actually, Kutools for Outlook has released the Show Number of Items feature to quickly show or hide the total number of items or the number of unread items in each folder by one click.
  • To post as a guest, your comment is unpublished.
    Don · 2 years ago
    I Googled this question several ways, all included Outlook or Office 365, but of the 100's of links, NONE showed how to do this in Outlook online. All show how in Outlook desktop.