Tip 913: Count the Total Number of Messages Received Today

Several users wanted to know how to count the number of messages received within a period of time, usually Today.  Counting the messages by hand is not a good solution as there are too many emails to manually count, plus its too slow.

There is a simple way to do this in Outlook: Search folders.

  1. Right click on the Search folder and choose New Search folder.
  2. Choose Custom search folder from the bottom of the list.
  3. Click the Choose button.
  4. Click the Browse button if you want to limit the search to specific folders.
  5. Enter a name and click the Criteria button.
  6. Search folder criteria

  7. On the General tab, select Received as the field and Today as the Condition.
  8. If you need to search other periods, create the filter on the Advanced tab.

Return to Outlook.

To get the message count you can either look at the status bar or set the folder properties to show the total count.

View total message count

What if you don't use a version of Outlook that supports search folder? Create a custom view to show only today's mail in the Inbox and check the count in the status bar. While a custom view works in any version of Outlook, if you use rules to move mail to other folders search folders can check all folders in the data file.

Published September 16, 2011. Last reviewed on May 20, 2014.

  • Mark Nguyen

    My company restricts the size of our mailbox. Therefore, many items are deleted so new incoming emails can be received. The problem with deleting these emails is that they are not included in the total count. Is there any way to keep a running total without doing it manually. All the solutions I've come across take a snap shot of what's in the folders not accounting for permanently deleted files.

  • Diane Poremsky

    No, there is no good way to track the numbers automatically if you need to delete messages before the end of the period when you get the count.
    Rather than doing screenshots, i would create a custom view with the fields needed then copy and paste into excel. This will allwo you to eep a running total and you can iinclude dates, subject etc. Basic instructions are here: http://www.slipstick.com/tutorial/no-export-way-to-use-outlook-data/

    Another option, if your employer allows, is to move messages to a a pst file to reduce mailbox size.

  • Julie

    I have been looking for a daily email counter EVERYWHERE! Every other web site talked about applications, running scripts and just plain complicated things. Thank you so much for making this SIMPLE!!

  • Danny

    Is there any way to prevent a sub folder from being counted?

    I can't seem to prevent it counting the sent items.

    I have set up two of these folders, one just counting the sent folder and I am subtracting the amount from the main search folder which is showing both numbers.

  • Diane Poremsky

    When you create the search folder, you can control the folders that are searched. Select search folders

  • Mike

    Is there anyway to count a public folder mailbox. I dont have this option available when trying to select folders.

  • Diane Poremsky

    You'd have to do each public folder separately, using a filtered view.

  • Mohammed Asique

    Thank you for the nice... this is to required to provr myself against my BOSS

  • jennifer

    is there another way of doing this as i have over 200 subfolders I would need to search.

  • http://www.slipstick.com/ D Poremsky

    Do you need the total count of new messages or the total count by folder? Total count by folder would be easier with a macro - but the search folder should work - group by the In Folder field and collapse the groups.

  • Charlotte

    Hi Diane,
    Please would you be able to talk me through this? I cant seem to do this for Public folders.

  • http://www.slipstick.com/ D Poremsky

    Public Folders don't have search folders, so you'd need to use a view (the filter dialog is the same for views) - apply it to the folder then get the count from the status bar.