How to Count Emails by Date Range in Outlook: A Complete Guide

Author: Sun Last Modified: 2025-05-28

Managing emails efficiently often requires analyzing email traffic within specific time periods. Whether you're tracking project communications, auditing email activity, or simply organizing your inbox, knowing how to count emails between two dates is an essential Outlook skill.

This tutorial will show you two effective methods:

Using Outlook’s built-in Search feature

Using Kutools for Outlook’s advanced statistics tool

Count Emails Between Two Dates Using Outlook's Search Feature

Outlook provides a powerful search tool that allows users to filter emails by a specific date range. This built-in method is simple and doesn't require additional installations, making it ideal for quick checks.

Steps:

Step 1. Open Outlook and go to the Mail view

Step 2. Activate the folder or account that you want to count emails from

Step 3. Click on the Search box at the top of your mail list, and then click the arrow next to the Search bar.

Step 4. Define the search scope and date range precisely. If there are additional search criteria, configure them accordingly.

Step 5. Click the Search button. The result list will contain all emails in the date range you set.

Step 6. Select any email in the Results list, then press Ctrl + A to select all emails. The count result will be displayed in the bottom-left corner.

Key Features

✔ No additional tools needed – Works in all modern Outlook versions.

✔ Quick filtering – Instantly narrows down emails by date.

Limitations

✖ No direct export – You can't save the count as a report.

✖ Manual input required – Older Outlook versions may need exact date syntax.

✖ Two-step process – Must manually count if the total exceeds display limits.

Count and Statistic Emails Between Two Dates by Kutools for Outlook

If you need more detailed email statistics — such as peak hour, peak day, or daily email traffic— Kutools for Outlook is a powerful add-on that can help.

Its Statistics feature offers a user-friendly interface with tabbed results, easy data export, and multiple filtering options.

👉 Kutools for Outlook has a free version now, whose 70+ features are free for a lifetime. Download the Free Version Now.

Steps:

Step 1. Download and install Kutools for Outlook from the official website.

Step 2. Open Outlook to go to the Kutools Plus tab, and then click on Statistics.

Step 3. In the pop-up window:

Choose the mailbox or folder you want to analyze.
Set the date range.
Select other conditions if needed (e.g., weekdays, specific time slots, category).

Step 4. Click OK, and the report will be generated. Other statistics are also available, including the number of read items, unread items, daily items, and so forth.

Step 5. To save the statistics as a file, click the Export report button. Next, choose a location, enter a file name, select a saved file type, and click Save.

The reported is exported.

Key Features

✅ Fast and efficient email count and statistics.

✅ Detailed breakdowns — by day, hour, or custom range.

✅ Results are displayed in tabs for easy viewing.

✅ Exportable results for reporting or archiving.

❗Requires separate installation and setup.

❗ Count only the number of regular emails, excluding meeting invitations and tasks.

By mastering these two methods, you’ll be better equipped to manage, analyze, and report your Outlook emails efficiently. Whether you're looking for a quick count or comprehensive insights, you now have the tools to do both.