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

By default, Outlook displays a count of unread emails next to each folder name in the Navigation Pane, as shown in the screenshot below. However, sometimes you need to determine the total number of items or emails—both read and unread—in your folders. For example, you may want an overview of your email workload, assess archive volumes, or simply monitor folder activity over time. Outlook's built-in display and tools do not show this information directly for all folders, but there are several practical workarounds you can use to accurately count the total number of items. Below you’ll find several methods and solutions, including built-in functionalities, Kutools for Outlook features, and VBA code approaches, along with tips, error notices, and recommendations for each scenario.

• Count total number of items/emails in one folder
• Count total number of items/emails in each folder with Kutools for Outlook
• Count total numbers of all items/emails in all/multiple folders
• Count total number of items/email in each folder with VBA
• 

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Count total number of items/emails in one folder

If you need to check the total number of items (including both read and unread emails) in a single Outlook folder, you can easily adjust the folder properties to display this, which is particularly helpful when organizing, cleaning up, or monitoring a specific folder. It’s a fast way to get an accurate count for folders such as your Inbox, Sent Items, or custom subfolders.

1. In the Navigation Pane, right-click the folder for which you want to see the item count, then choose "Properties" from the context menu. See screenshot below:

2. In the Properties dialog box, select the option "Show total number of items," and click "OK". See screenshot above for reference.

Now, the count shown next to your folder’s name reflects the total number of emails and items stored there, making it easy to monitor at a glance.

Notes:
(1) When you select the folder in the Navigation Pane, both the total item count and number of unread emails appear on the Status Bar at the bottom of the Outlook window, letting you cross-check the numbers.
(2) This approach displays the item count for one folder at a time. If you want a summary for multiple folders simultaneously or need an overview across all folders, try the VBA or Kutools solutions described below.
(3) Occasionally, after changing the property, the display may not update immediately; you may need to restart Outlook or switch folders to refresh.

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Count total numbers of items/emails in each folder with Kutools for Outlook

If you're managing a large mailbox or multiple folders and require a quick overview of your item counts across all folders, Kutools for Outlook offers a practical solution. Its "All Folders Show Total Number of Items" feature allows you to instantly display the total item count (including read, unread, emails, appointments, etc.) for every folder, not just one at a time. This is especially useful for those who frequently work with many folders or need to analyze mailbox size and structure at a glance.

To use this feature, go to the “Kutools Plus” tab, click “Folder,” then select “All Folders Show Total Number of Item.”

Once enabled, the number next to each folder in the Navigation Pane is instantly updated to display the total count of items within that folder, rather than just the unread count. This efficient solution saves time and effort, especially when managing multiple accounts or folders. See screenshot below:

Tips and Considerations:
• You can revert to showing only unread counts by using the same menu option again.
• This feature works for email folders, contacts, calendar items, and other Outlook folder types.
• If you do not see the Kutools Plus tab, make sure Kutools for Outlook is correctly installed and enabled.
• This operation affects all folders simultaneously, ensuring every folder shows the total count uniformly.

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Count total numbers of all items/emails in all/multiple folders

While previous methods help you view per-folder counts, often you might want to calculate the overall total number of items across several folders or even all folders in your Outlook—excellent for mailbox statistics, auditing, or clean-up planning. Kutools for Outlook provides the "Statistics" functionality to sum item counts for all, multiple, or selected folders, with results shown in a clear summary dialog. Use this when you need to see not only per-folder details, but a combined overview of your mailbox size.

1. In Outlook, navigate to the “Kutools Plus” tab, and click "Statistics". See screenshot:

2. In the first Statistic dialog box, clicking "OK" will proceed with all folders in all email accounts as default. If you need totals for only specific folders, tick those folders manually before continuing and then click "OK".

Now the final Statistic dialog appears, summarizing the total number of items/emails for the selected folders or accounts. This summary is especially helpful for mailbox report generation, quota management, or tracking changes over time.

Additional tips and troubleshooting:
• For accurate statistics, ensure Outlook is fully synchronized with your mail server.
• If the statistic window does not appear or counts seem off, restart Outlook and try again.
• This feature is compatible with multiple email accounts within the same Outlook profile.

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Count total numbers of items/email in all folders with VBA

For users interested in automation or handling bulk counts beyond built-in views, VBA can provide a flexible way to count items in all folders. This is suited for advanced users or IT professionals who need custom reports or repeatable processes for mailbox analysis. VBA allows you to customize which folders are counted and can export results for further processing.

How to set up VBA in Outlook:
1. In Mail view, press Alt + F11 keys to open the Microsoft Visual Basic for Applications window.
2. In the VBA editor, click Insert > Module, then copy and paste the following code snippet into the new module.

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

Execution and interpretation:
3. Press F5 or use the “Run” button to execute the code.
Once run, the code will iterate through each folder in all mailboxes and output the total number of items per folder. You may notice results in immediate windows, pop-up dialog boxes, or through direct changes to folder views, as shown in the screenshot:

VBA usage notes and troubleshooting:
• Ensure macros are enabled in Outlook; security settings may block VBA execution.
• Always back up important emails before running code that interacts with mailbox structure.
• In case of errors (such as “object not found” or “run-time error”), confirm your folder selection and code accuracy. If multiple accounts are present, double-check account indexing in your VBA.
• VBA counts may take longer depending on the number of folders and items (performance can vary), so allow time for larger mailboxes.

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Demo: count Total number of items (emails) in each/ multiple/ all folders in Outlook

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