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How to make outlook display the total number of messages in a folder

Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

By default, Outlook displays the number of unread messages on most Mail folders. That’s handy on the “Inbox” folder, but what if you want to know how many total messages (unread and read) there are in other folders, such as the “Deleted Items” folder or custom folders?

It could be helpful to know when you get so many messages in your “Deleted Items” folder that you should empty it, or how many messages are in your custom “Pending Reply” folder waiting for you to take action and send replies. You can change which Mail folders show unread messages and which show total messages. We’ll show you how.

NOTE: The “Drafts” and “Junk E-mail” folders, as well as the “For Follow-Up” Search folder (if you’ve enabled it), show the total number of messages by default. We discuss how to change additional settings for the “Junk E-mail” folder in our article about managing email in Outlook using Quick Steps and Rules.

Unread messages on a Mail folder display as a bold, blue number next to the folder name, as shown below.

We’ll leave the “Inbox” folder displaying the unread message count, but we’ll change the “Deleted Items” folder to display the total message count to remind us to empty that folder once in a while. To do this, right-click on the “Deleted Items” folder (or a Mail folder of your choosing) and select “Properties” from the popup menu.

The “Properties” dialog displays for the selected folder. On the “General” tab, select the “Show total number of items” radio button and click “OK”.

The “Deleted Items” folder now show the total number of messages, both read and unread, in the folder, rather than the number of unread messages.

When you change the message count setting for a folder in your “Favorites”, the change applies to the folder in both places: the “Favorites” and the Mail folder list.

NOTE: You cannot change the message count property for multiple Mail folders at the same time. You must change it one folder at a time.

Generally speaking, every folder in Outlook only displays the number of unread emails, but if you want to display the total number of messages in one folder or all folders as below screenshot shown, how can you do? In this article, I introduce some tricks on solving this in Outlook.

In Outlook, if you want to count the total number of a folder, you can go to the Properties dialog to check one option.

1. Right click at the folder you use, and select Properties form context menu.

2. In the Inbox Properties dialog, check Show total number of items under General tab.

3. Click OK. Now the total number of messages has been displayed beside the specified folder on the Navigation Pane.

If you want to display total numbers of messages in all folders in Outlook, you can use Kutools for Outlook ’s Option or Statistics Report to quickly solve.

Free install Kutools for Outlook, and then do as below steps:

Display total number of messages in each folder

Click Kutools Plus > Show Number of Items > All Folders Show Total Number of Items .

All folders in Outlook will display total numbers of items.

Display total number of messages by today/week/month

Kutools for Outlook ’s Statistics report can count messages by week, today, folders or selected emails.

1. Click Kutools Plus > Statistics .

2. In the Statistic dialog, check the folders you want to count the items and other settings.

3. Click Ok. The report has been created.

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Display the total number of emails in an Outlook folder

Display the total number of emails in an Outlook folder

To the right of each mail folder, Outlook displays the number of unread messages. With a few clicks, you can change that number to the number of total messages in the folder instead.

Outlook displays the number of unread email messages to the right of each folder. Depending on how you use your folders, knowing the total number of messages in a folder might be more beneficial to you. For instance, if you only store messages that have unfinished business, knowing the total number of unfinished tasks at a glance might be very helpful.

The good news is, you can display the total number of messages or the number of unread messages for each folder. The bad news is, you’ll have to choose. You can have one number for each folder. To reset this property to display the total number of messages, do the following:

  1. In the Navigation Pane, right-click the folder in question.
  2. Choose Properties from the resulting submenu.
  3. Click the General tab (if necessary).
  4. Click the Show Total Number Of Items option.
  5. Click OK.

The green number in square brackets, [92], equals the total number of messages in the Inbox. Below, RadActiviti is still set to the default; the blue number in parentheses is the total number of unread messages. The display properties are different so you can visually identify whether the number reflects the total or the number of unread. Unfortunately, there’s no way to identify those folders with no number-they could be either. The folders might be empty or they might have no unread messages.

Change the default Outlook setting

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What to Know

  • Right-click desired email folder and select Properties >General tab >Show total number of items >OK.
  • To view a folder’s message count, select the folder > right-click the status bar > select Items in View.

This article explains how to change the default setting in Outlook to show the total number of messages in a folder, including read and unread messages. Instructions apply to Outlook 2019, 2016, 2013, 2010, 2007; and Outlook for Microsoft 365.

See the Total Inbox Message Count in Outlook

Each Outlook folder can be set up to show either the number of unread messages or the number of total messages. When you change the default setting for one folder, the other folders are not affected.

To show the total number of messages in a folder instead of the number of unread emails:

Right-click on a folder. For example, the Inbox.

Select Properties.

Go to the General tab.

Select Show total number of items.

Select OK.

Display the Message Count in the Status Bar

To see the total number of messages for a folder in the Outlook status bar:

Select a folder.

Right-click on the status bar and select Items in View if it’s not already selected.

The total number of messages in the folder appears on the left side of the status bar.

Select a blank area of the screen to close the menu.

You may note there is a number behind each messages folder, indicating how many messages are unread in the folder. For example the Inbox 5, it means five unread messages stay in the Inbox folder in total.

In some cases, it may require the total number of items instead of unread number, for example the total number of deleted messages, junked emails, etc. But how to show and view the total number of items in Outlook? There are a couple of tricks to do it:

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by rules; Auto Reply without exchange server, and more automatic features.
  • BCC Warning – show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments , and more remind features.
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails at once; Auto Add Greeting when reply; Auto Add Date&Time into subject.
  • Attachment Tools : Auto Detach, Compress All, Rename All, Auto Save All. Quick Report , Count Selected Mails, Remove Duplicate Mails and Contacts.
  • More than 100 advanced features will solve most of your problems in Outlook 2010-2019 and 365. Full features 60-day free trial.

Method A: View the number of messages in the Navigation Pane directly

For POP3 email accounts

If you are using POP3 account, you can follow these steps to view message number in Navigation Pane:

When you select and highlight one message folder, the item number and unread number in this folder will be displayed at the bottom of Navigation Pane automatically.

Let’s take the Inbox for example. You may view the Inbox 5 in the Navigation Pane. Firstly, click and highlight the Inbox, and then you will see the ITEM: 58 Unread: 5 at the bottom of Navigation Pane. See the following screen shot:

For IMAP email accounts

If you are using the an IMAP email account in Microsoft Outlook 2007, the method above works well, while in Outlook 2010 and 2013 there are no items number and unread number at the bottom of Navigation Pane, except the text of Filter applied.

In this case, please firstly please select a folder that belongs to the data file of an IMAP email account, and then please click the Change View > IMAP Message on the View tab in Microsoft Outlook 2010 and 2013.

Then you will see the items number and unread number of selected folder at the bottom of Navigation Pane immediately.

Method B: Show the total numbers of items behind corresponding folders

The alternative method is to show the item number behind corresponding folder. You can do it as following:

Step 1: Right click the folder that you will show its item number, and click the Properties in the right-clicking menu.

Step 2: In (Folder) Properties dialog box, check the Show total number of items option.

Step 3: Click the OK button.

Then the number behind selected folder will be changed from the number of unread items to the total number of items at once. See the following screen shot:

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!

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.

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

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:

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:

Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now

Click Kutools Plus > Show Number of Items > All Folders Show Total Number of Item.

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:

Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now

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: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now

1. Click Kutools Plus > Statistics. See screenshot:

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:

Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now

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!

In normal circumstances, Outlook 2010 will display a blue number in parentheses to the right of a folder when there are unread items in that folder. This is beneficial if you want to know how many items in a folder have not yet been viewed. However, some people might manage their emails differently and prefer to know how many messages are in the folder instead. Fortunately it is possible to show the total number of items in an Outlook 2010 folder instead of only the unread items. This is a setting found on the Properties menu of each folder in Outlook 2010, where you can also find some additional settings that could improve your experience with Outlook 2010.

Show Number of Folder Items in Outlook 2010

If you are trying to keep your Outlook 2010 account as clean as possible, then the number of unread items in your folders might not be a major concern to you. Minimizing the total number of messages in an Outlook folder will help to keep your Outlook profile size as small as possible, thereby improving the performance of the program and making it easier to transfer your PST file to a new computer, or create a backup file.

Step 1: Launch Outlook 2010.

Step 2: Choose the folder from the column at the left side of the window for which you want to show the total number of items.

Step 3: Right-click the folder, then click the Properties option at the bottom of the menu.

Step 4: Click the button to the left of Show Total Number of Items.

Step 5: Click the Apply button at the bottom of the window, then click the OK button.

The folder you just modified should now have a green number in parentheses to the right of it. You can also repeat these steps for each additional folder for which you want to change the display settings.

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

In outlook, you can flag the messages, contacts or tasks for making them outstanding, but, sometimes, you need to count the number of flagged items in your Outlook. How could you deal with this task in Outlook?

To count the number of flagged emails in an account of Outlook, the Search Folders feature can help you, please do as this:

1. Right click Search Folders under your Email account, and then select New Search Folder, see screenshot:

2. Then a New Search Folder dialog box is popped out, click Mail flagged for follow up option in the Reading Mail section, see screenshot:

3. Then click OK, and all flagged messages are copied into the For Follow Up folder, and the total number of the flagged emails is displayed as following screenshot shown:

If you want to count the number of all flagged items, such as emails, contacts and tasks in Outlook separately, the following VBA code can do you a favor.

1. Hold down the ALT + F11 keys to open the Microsoft Visual Basic for Applications window.

2. Then, click Insert > Module, copy and paste below code into the opened blank module, see screenshot:

VBA code: Count the number of flagged times in Outlook:

3. Then press F5 key to run this code, and a prompt box is popped out to tell you the total count of all flagged items as below screenshot shown:

With Kutools for Outlook‘s powerful Statistics feature, you can get the number of itmes based on date, selected items, read, unread and so on as you need.

Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He’s also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together. Read more.

The Status bar at the bottom of the Outlook client contains a lot of information. However, you can use a simple context menu to customize it, and either add or remove different values and shortcuts. Here’s how to configure it.

Status bars are often an unloved, ignored part of a software app. This is a shame because they’re often the only part of an app that’s always visible. This is what makes them the ideal place for information and shortcuts.

The Outlook client shows both information and shortcuts in the status bar. You can also choose what’s shown there. By default, the number of read and unread messages, information about the mail server connection, reading pane toggles, and zoom information all appear in the status bar.

To customize the status bar, right-click it to open the “Customize Status Bar” menu.

This menu is simple to use; click any item within it to toggle between visible (with a checkmark) and invisible (without a checkmark). The options are as follows:

  • “Quota Information”: The amount of space currently available in your mailbox. This will only display information for a Microsoft email account. Outlook can’t determine the mailbox size for a non-Microsoft email account (like Gmail).
  • “Filter”: Whether a filter is applied in the current view.
  • “Items in View”: The total number of items in the current view of the folder.
  • “Header Items in View”: The total number of header items in the current view of the folder. Header items are rare these days. When hard drives were smaller, it was common to limit Outlook to downloading only email headers. The person could then decide whether she wanted to manually download the entire email.
  • “Unread Items in View”: The number of unread items in the current view of the folder. This is primarily useful in the Inbox.
  • “Unseen Items in View”: Usually this will be zero. However, if you’re looking at a shared mailbox, you might see a figure here. Unseen items are emails that someone else has marked as private.
  • “Reminders”: Any items with a reminder that hasn’t been snoozed or dismissed.
  • “Group Notifications”: The number of notifications from an Office 365 group. This is only used if you’re a member of an Office 365 (O365) group, which are primarily used in organizations.
  • “View Shortcuts”: Two buttons that let you switch between showing and not showing the pinned “To-Do” pane. This is particularly useful on smaller displays when you want a little more screen space while you read your emails.
  • “ZoomSlider”: You can increase or decrease the level of zoom in the email you’re reading.
  • “Zoom”: The actual percentage of current zoom (the standard is 100 percent).

You can toggle as many of these options on and off as you’d like. Every option, from “Filter” down to “Group Notifications,” applies to the folder you’re viewing. “View Shortcuts,” “Zoom Slider,” and “Zoom” apply to Outlook as a whole.

One “gotcha!” that’s worth knowing: If a filter is applied to the current view, the “Items in View” and “Unread Items in View” might not display. This is because the filter hides some of the emails. It’s particularly common if you’re using the IMAP protocol to access your emails because that often uses a “Hide Deleted Emails” filter. To show the “Items In View” and “Unread Items In View” values, you can change the view to remove the filter.

Last reviewed on December 4, 2018 8 Comments

Outlook has an option to show either the number of unread messages or the total number of messages in a folder.

To change the setting, you right click on the folder, choose Properties then select the desired option, Show number of unread items or Show total number of items.

If you have a large number of folders to change, this task can take a lot of time as you need to change the property on each folder one at a time. You can speed this up using a VBA macro.

If you have multiple data files in your profile and want to change the setting for just one data file, you’ll need to use an If statement to check for the data file name. The data file name is the top folder in the folder list and listed in the Properties dialog (in the Location field) when you view the Properties of any folder, as seen in the Properties screenshot above.

After running the macro, select the data file name to refresh the view. All folders, including subfolders, will be updated.

First: You will need macro security set to low during testing.

To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To put the code in a module:

  1. Right click on Project1 and choose Insert > Module
  2. Copy and paste the macro into the new module.

More information as well as screenshots are at How to use the VBA Editor

How to Fix ‘Outlook Data File has Reached the Maximum Size’ Issue

How do you feel when you open your Outlook and a message flashes on the screen display ‘Your mailbox has reached the maximum size limit’? It is certainly a head-scratching moment for all the MS Outlook users. So, do not worry anymore. With the help of this post, we are going to show you some tricks that tackle this situation easily. See how to fix Outlook data file has reached the maximum size error effortlessly.

PST or Personal Storage Table is the local storage file that saves the copy of entire Outlook data on the hard-drive. Because of this, sometimes, Outlook pops-up an error message like ‘‘Your mailbox has reached its maximum size limit at which you cannot send or receive any more content. Empty your deleted items folder from MS Outlook or delete messages from your mailbox to create more space.’’.

Outlook Data File has Reached the Maximum Size

The reason behind this error is the file size limitation of Outlook PST file. Actually, the Outlook data file has a certain data limit to store the data items, for example, Outlook 2013, 2016 and 2019 PST file has 50 GB size. And, whenever, PST file has reached the maximum limit, it definitely becomes corrupted. Therefore, in this write-up, we are going to show you how to fix ‘Outlook data file has reached the maximum size limit’ glitch. In a more clear way, you will find a quick solution to fix send receive errors in Outlook PST file.

Archive Old Data and Keep Outlook PST File Compact

If you get this issue very first time and your PST file is still not corrupted, then you can use the inbuilt Archive feature. This option lets you move old emails in a separate .pst file. This data file can be viewed at any time when needed. Check out the steps how to archive Outlook data items.

Note: Always ensure that the PST file is not corrupted before using this method.

The Microsoft Outlook 2007 PST file has 20 GB of file size limit. This size is sufficient for the home user. But, for Organizations, this file size is not suitable and they frequently face ‘Outlook data file has reached the maximum size’ error. So, if the PST file is not corrupted due to oversized, then quickly use the below instruction. Otherwise, if it is corrupted, then manual recovery of data is not possible.

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  1. Go to File tab and choose Archive option from the list.
  2. After that, select the radio button corresponding to Archive this folder and all subfolders. Also, mention a date in the box of Archive items older than.

Outlook Data File Archive option

  1. Click on Browse to specify a location for the resultant archive file. Then, click on the OK button.
  • In Outlook 2010 / 2013 / 2016

Use the following instructions in later versions of Outlook 2007 to archive the data items.

  1. Open the Microsoft Outlook on Windows platform.
  2. Once it is opened, click on File >>Cleanup Tools >>Archive.
  3. After that, select the Archive this folder and all subfolders option.
  4. Next, you need to select the folders that you wish to archive.
  5. Manually specify a date under the Archive items older than heading.
  6. Click on Browse to provide a new file location and click on OK.

Outlook PST Has Reached Maximum Size & Got Corrupted: What We Do Now?

The Outlook data file definitely got corrupted due to its large size. And, no user wants to lose its precious data that saves in Outlook from a long period of time. To overcome this situation, Microsoft provides an inbuilt tool that repairs the corrupted PST file, known as Inbox Repair utility. However, this method can only resolve the basic flaws of the .pst file. Additionally, it cannot fix the highly damaged PST file proficiently.

Apart from this tool, there is no utility provided by Outlook to resolve the oversized PST file problem. That is, the inbuilt utility cannot fix ‘Outlook data file has reached the maximum size’ issue easily. To overcome the situation of corrupted PST file, PCVITA designed an Outlook PST Repair tool. It is highly advanced software that can fix ANSI as well as UNICODE corrupted PST file and convert them into a healthy one.

It deeply scans the damaged unsecured or secured PST file and preview its data item folder on the software interface. If you want to export the recovered file in different file format, then it can be done by the tool. With the help of this utility, one can save the file in MSG, HTML, EML, and PST format. It can be easily downloaded on Windows Operating system and support all the latest version of Microsoft Outlook. So, whenever, Outlook pops-up ‘Outlook data file has reached the maximum size’ message, take the help of Outlook PST Recovery tool. After the recovery, it manages the PST file by splitting into small files.

Conclusion

The size of the PST file always creating a problem in Outlook when it exceeds its limit. Therefore, in this post, we have discussed two workarounds. One technique can be used to fix ‘Outlook data file has reached the maximum size limit’ error when the .pst is not corrupted. And, the second method used to repair the PST file when it gets corrupted due to its large size.

I finally solved a problem with IMAP folders not displaying the item count in each folder in Outlook 2010.

I finally solved a problem with IMAP folders not displaying the item count in each folder in Outlook 2010. Here’s how to fix the problem if you have it too.

For example, I recently added a Gmail account to my outlook using IMAP. It’s the default when pulling emails using POP3 with Outlook. Yet, it doesn’t default with IMAP.

Display the Item Count in IMAP Folders

Here’s how to fix it. In Outlook, click on the inbox of your IMAP account. Notice at low left the below clip says Filter applied — this is what we’re going to fix.

Next, go to the top ribbon. Click View.

From here, go to the far left and click the Change View dropdown button. Then click the option called IMAP Messages.

The following dropdown menu will disappear, Outlook thinks you’re done, but you’re not. Click Change View again and click Apply Current View to Other Mail Folders.

This brings up the Apply View window. Check the IMAP account where you want to apply the fix. Also, check the box next to Apply view to subfolders at the bottom of the window. Click OK.

Now click any of the folders within that IMAP account, and you’ll see the item count shows up at the bottom — instead of the useless — at least to me — Filter Applied message you’d get before.

From all the reader emails I receive, I know many of you have the same problem, and now you know how to fix it.

We’ve been collecting Outlook tips here on groovyPost — and upgrading the list regularly. Bookmark that page check it often. Email [email protected] or me if you have great tips, tricks, or even Outlook workarounds. We’d love to engage.

Last reviewed on January 13, 2021 1 Comment

This uses one of my all-time favorite Outlook features: copy and paste rows in List view to Notepad or Excel, or any application that accepts paste. (Use Paste special as plain text to paste into Word.)

The user had this question:

Although Outlook doesn’t include any type of reporting option, it is fairly easy to get that data. If you don’t want to work the data yourself, there are a few reporting add-ins available that can get this information for you.

Assuming all conversations are in one thread and are not broken between multiple threads, select all messages in the folder and paste into Notepad or Excel. In Notepad, you can turn off Word Wrap and turn on the Status Bar then click in the last row to get the row count.

The results will have one conversation group per line. Threads with multiple participants will have more than one name in the From field. Dates are formatted the same way as they are in the message list in Outlook, with the format based on their age.

When you copy the compact message list, you’ll copy just five columns. Close or move the reading pane to show and copy more fields.

Another user had a similar question:

While you can copy the message records, the group labels aren’t included. Paste the results in Excel (disable conversation view if you want to get the total count). Messages within the day groups, Monday, Tuesday, etc, will include the day name while older messages will have the date in mm/dd/yyyy or dd/mm/yyyy format (if you use the default date field format). You’ll need to use Pivot tables or CountIf formula (or other Excel features) to tally the counts.

OutlookStatView scans your Outlook mailbox, and display a general statistics about the users that you communicate via emails. For each user/email, the following information is displayed: The number of outgoing messages that you sent to the user (separated by to/cc/bcc), the number of incoming message that the user sent to you, the total size of messages sent by the user, the email client software used by this user, and the time range that you send/received emails with the specified user. Supports 32- and 64-bit Outlook.

Topalt Reports allows you to create various Outlook usage reports: Count received emails during certain time frame, Extract email addresses that you have received emails from. Many reports available (sender name, sender email address, sender domain, recipient/to, cc, subject, category, importance, sensitivity).

VBOffice Reporter is an easy to use tool for data analysis and reporting in Outlook. A single click allows you to see the number of hours planned for meetings the next month, expenses for a specific project in the last month, and many things more. Features include the ability to create reports for all tasks, calendar, and journal items. Create a report with a single click and then sent via e-mail or open it in Excel. Trial available. Supports Outlook 2000, 2002, 2003, 2007, 2010, 2013, 2016.

Symptoms

When you click a folder while you’re using Microsoft Outlook, you receive one of the following error messages:

Error message 1

There is not enough free memory to run this program. Quit one or more programs, and then try again.

Error message 2

Unable to display the folder. There is not enough free memory to run this program. Quit one or more programs, and then try again.

Error message 3

Cannot display the folder. There is not enough free memory to run this program. Quit one or more programs, and then try again.

You may experience this issue more frequently if you use add-ins in Outlook.

Cause

This issue occurs because there’s insufficient memory to display the folder. This may be caused by any of several different reasons. One of these reasons is that customizations, such as setting a filter, were made to the folder view. Some add-ins in Outlook subscribe to many folders in some or all stores in the profile. Each MAPI subscription uses some shared memory. Therefore, large combinations of items and folders can exhaust the available memory.

Workaround

Follow the steps in this section carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it, back up the registry for restoration in case problems occur.

To work around the issue that is described in the “Symptoms” section, increase available memory. To increase the size of the memory heap, follow these steps:

Select Start, select Run, type regedit, and then select OK.

Locate and then select the following registry subkey:

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows Messaging Subsystem

On the Edit menu, point to New, and then select DWORD Value.

Type SharedMemMaxSize, and then press Enter.

Right-click SharedMemMaxSize, and then select Modify.

In the Value data box, type 300000. Use the default Base of Hexadecimal.

Select OK.

Locate and then select the following registry subkey:

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows Messaging Subsystem\Applications\Outlook

You may have to create the Applications and Outlook subkeys if they don’t exist.

On the Edit menu, point to New, and then select DWORD Value.

Type SharedMemMaxSize, and then press Enter.

In the Value data box, type 300000. Use the default Base of Hexadecimal.

Select OK.

On the File menu, select Exit to exit Registry Editor.

If setting the two registry values to 0x300000 doesn’t fix the issue, you can increase the size of these values up to 0x800000.

More information

If you have a large Outlook data (.pst) file open in Outlook, you can close the .pst file or decrease the number of folders in the .pst file to fix the issue.

If you have many add-ins that are enabled in Outlook, you can disable or uninstall them to determine whether doing this fixes the issue.

For more information, see the following Knowledge Base article:

269794 MAPI Advise() call returns 0x8007000E (E_OUTOFMEMORY)

Mail lets you choose to show the number of unread messages in mailboxes, but there’s no way to show the total number of messages in your mailboxes. While most people may not want this, you might want to know how many messages are in certain mailboxes.

There’s an interesting solution to this problem over at Stack Exchange, where user jaume presents two AppleScripts to accomplish this. The idea is to use the AppleScript to count the number of messages in the mailbox, then change the name accordingly, to something like “Messages (23).” The two scripts either change the names of a number of specified mailboxes, or of mailboxes whose names begin with the @ character. The script can be set to run via a Mail rule, such as every time new messages are received.

This is a nifty solution to a problem that many people wouldn’t think of, but that can be useful in certain situations.

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You rated: 1 / 5 (7 votes cast)

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I hadn’t thought it a problem.

Wouldn’t it be easier to select the mailbox and type Command-I?

I think Command-I only shows mailboxes on the server, not those on one’s computer. However, the title bar of the Mail main window shows the total number of messages in a selected mailbox.

Yes, but in either case, you have to do something to see the number.

You can do something similar with different flag colours: Flagging a message creates a pseudo-mailbox that displays the total message count the way other mailboxes display unread count (on a dark background, flush right). Having more than one flag colour in use creates corresponding mailboxes, one for each colour, visible when opening the “Flagged” disclosure triangle. You can change the names of the flag mailboxes from the defaults to something more meaningful than Red, Orange, etc. the same way you change a mailbox name

Of course, you’re limited to 7 different flag-mailboxes, and I don’t know of a way to apply more than one flag to the messages (i.e. to make the flag mailboxes behave more like Gmail labels).

I misinterpreted the original post. It was about total counts, not unread. This still kind of works but you need to click into the mailbox.

Original post bellow:
I do this by using a SmartMailbox. Much simpler.

Create a smart mailbox, with multiple “Messages in Mailbox” and voila, you can have unread counts for as many mailboxes as you want. They can even be nested. AKA I have one with “recent new mail” which is a smart mailbox for mail arrived in the last 48 hours, and a second for “flag for followup” which speaks for itself.

Both of these are combined into a “inbox count” mailbox, which shows up on my dock icon.

A completely SANE Canadian.

A completely SANE Canadian.

Or you could just click the mailbox and look at the window title which will show you the total count of messages in that mailbox in parentheses after the mailbox name.

Won’t your backup software create a new backup every time the mailbox name is changed ? With large mailboxes that would become bothersome.

A much better solution is to count the number of messages and set the number badge in the dock to that number with AppleScript:

You could add this script to a rule that always runs the script after downloading any mail or you could create a cron script.

Economy-x-Talk
Have your own custom software created
http://economy-x-talk.com

This will be more useful to people that use Mail.app in Full Screen Mode, where the title bar is not visible.

How about an application that is small and free, Dockview, it shows the ‘unread’ mail in the mailbox on the icon in the dock as a badge and can be used to see how many windows are open on any open apps.

Mail lets you choose to show the number of unread messages in mailboxes, but there’s no way to show the total number of messages in your mailboxes. While most people may not want this, you might want to know how many messages are in certain mailboxes.

There’s an interesting solution to this problem over at Stack Exchange, where user jaume presents two AppleScripts to accomplish this. The idea is to use the AppleScript to count the number of messages in the mailbox, then change the name accordingly, to something like “Messages (23).” The two scripts either change the names of a number of specified mailboxes, or of mailboxes whose names begin with the @ character. The script can be set to run via a Mail rule, such as every time new messages are received.

This is a nifty solution to a problem that many people wouldn’t think of, but that can be useful in certain situations.

  • Currently 2.14 / 5

You rated: 1 / 5 (7 votes cast)

Hint Options

  • Printable Hint Format
  • Subscribe to ‘macosxhints.com application tips’

I hadn’t thought it a problem.

Wouldn’t it be easier to select the mailbox and type Command-I?

I think Command-I only shows mailboxes on the server, not those on one’s computer. However, the title bar of the Mail main window shows the total number of messages in a selected mailbox.

Yes, but in either case, you have to do something to see the number.

You can do something similar with different flag colours: Flagging a message creates a pseudo-mailbox that displays the total message count the way other mailboxes display unread count (on a dark background, flush right). Having more than one flag colour in use creates corresponding mailboxes, one for each colour, visible when opening the “Flagged” disclosure triangle. You can change the names of the flag mailboxes from the defaults to something more meaningful than Red, Orange, etc. the same way you change a mailbox name

Of course, you’re limited to 7 different flag-mailboxes, and I don’t know of a way to apply more than one flag to the messages (i.e. to make the flag mailboxes behave more like Gmail labels).

I misinterpreted the original post. It was about total counts, not unread. This still kind of works but you need to click into the mailbox.

Original post bellow:
I do this by using a SmartMailbox. Much simpler.

Create a smart mailbox, with multiple “Messages in Mailbox” and voila, you can have unread counts for as many mailboxes as you want. They can even be nested. AKA I have one with “recent new mail” which is a smart mailbox for mail arrived in the last 48 hours, and a second for “flag for followup” which speaks for itself.

Both of these are combined into a “inbox count” mailbox, which shows up on my dock icon.

A completely SANE Canadian.

A completely SANE Canadian.

Or you could just click the mailbox and look at the window title which will show you the total count of messages in that mailbox in parentheses after the mailbox name.

Won’t your backup software create a new backup every time the mailbox name is changed ? With large mailboxes that would become bothersome.

A much better solution is to count the number of messages and set the number badge in the dock to that number with AppleScript:

You could add this script to a rule that always runs the script after downloading any mail or you could create a cron script.

Economy-x-Talk
Have your own custom software created
http://economy-x-talk.com

This will be more useful to people that use Mail.app in Full Screen Mode, where the title bar is not visible.

How about an application that is small and free, Dockview, it shows the ‘unread’ mail in the mailbox on the icon in the dock as a badge and can be used to see how many windows are open on any open apps.

Symptoms

When you click a folder while you’re using Microsoft Outlook, you receive one of the following error messages:

Error message 1

There is not enough free memory to run this program. Quit one or more programs, and then try again.

Error message 2

Unable to display the folder. There is not enough free memory to run this program. Quit one or more programs, and then try again.

Error message 3

Cannot display the folder. There is not enough free memory to run this program. Quit one or more programs, and then try again.

You may experience this issue more frequently if you use add-ins in Outlook.

Cause

This issue occurs because there’s insufficient memory to display the folder. This may be caused by any of several different reasons. One of these reasons is that customizations, such as setting a filter, were made to the folder view. Some add-ins in Outlook subscribe to many folders in some or all stores in the profile. Each MAPI subscription uses some shared memory. Therefore, large combinations of items and folders can exhaust the available memory.

Workaround

Follow the steps in this section carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it, back up the registry for restoration in case problems occur.

To work around the issue that is described in the “Symptoms” section, increase available memory. To increase the size of the memory heap, follow these steps:

Select Start, select Run, type regedit, and then select OK.

Locate and then select the following registry subkey:

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows Messaging Subsystem

On the Edit menu, point to New, and then select DWORD Value.

Type SharedMemMaxSize, and then press Enter.

Right-click SharedMemMaxSize, and then select Modify.

In the Value data box, type 300000. Use the default Base of Hexadecimal.

Select OK.

Locate and then select the following registry subkey:

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows Messaging Subsystem\Applications\Outlook

You may have to create the Applications and Outlook subkeys if they don’t exist.

On the Edit menu, point to New, and then select DWORD Value.

Type SharedMemMaxSize, and then press Enter.

In the Value data box, type 300000. Use the default Base of Hexadecimal.

Select OK.

On the File menu, select Exit to exit Registry Editor.

If setting the two registry values to 0x300000 doesn’t fix the issue, you can increase the size of these values up to 0x800000.

More information

If you have a large Outlook data (.pst) file open in Outlook, you can close the .pst file or decrease the number of folders in the .pst file to fix the issue.

If you have many add-ins that are enabled in Outlook, you can disable or uninstall them to determine whether doing this fixes the issue.

For more information, see the following Knowledge Base article:

269794 MAPI Advise() call returns 0x8007000E (E_OUTOFMEMORY)

Color code your Outlook inbox and find messages easily

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What to Know

  • Select an email and select Categorize >category > enter a name >Yes.
  • To add a new category, go to Home >Categorize >All Categories >New > make selections >OK.

This article explains how to use categories to organize messages in Outlook for Microsoft 365, Outlook 2019, Outlook 2016, Outlook 2013, and Outlook 2010.

Guide to Organizing Outlook Messages

If you receive a lot of email messages and need a way to organize them, group your email messages into categories in Outlook. Outlook provides a starting list of categories. Rename these categories to fit your needs and add more categories if you want. Then, when you want to find messages in a category, filter your message list to show categorized emails. There are multiple ways to clean up and streamline your Outlook inbox:

  • Set up a folder for each topic.
  • Create categories as you need them and add more folders.
  • For email that falls under multiple categories, give each message a categorization in the message list.
  • Outlook applies categories automatically with certain intelligence to mark newsletters, social updates, shipment notices, and advertisements.

Organize Messages with Categories in Outlook

Assign color categories to related items so you can track and sort them easily.

Open the message in the Reading Pane or in a separate window. To assign a category to multiple messages, select all the emails in the message list.

Go to the Home tab, in the Tags group and select Categorize. If the message is open in a separate window, go to the Message tab and select Categorize.

Choose the category you want to use.

You can assign more than one color category to items.

The first time you assign a category to a message, the Rename Category dialog box opens. In the Name text box, enter a descriptive name for the category.

Select Yes.

Add a New Category

You can create or rename categories in Outlook.

Go to the Home tab and select Categorize.

Choose All Categories.

In the Color Categories dialog box, select New to use a new color.

In the Add New Category dialog box, choose a color and enter a name for the category.

Select OK.

To rename an existing category, select an existing color and choose Rename.

Type a new name for the category and press Enter.

Use Search Folders to collect all of your Outlook mail in one place

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What to Know

  • Go to Inbox >Folder >New Search Folder >Create a custom Search Folder. Enter a name. In Browse, choose folders to include, then exit.
  • To customize: Go to Folder >Customize This Search Folder >Criteria. Specify your criteria and select OK.
  • You can customize Search Folders to exclude specific folders, exclude certain senders, or include messages over a specific size.

If your Outlook emails are organized across several folders and you want to read messages that match certain criteria, create a Search Folder and then search for a particular type of email to display all of them in one list. In this guide, we show you how to set up and customize an “all mail” search folder using Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Microsoft 365.

Set Up an ‘All Mail’ Folder in Outlook

To set up a custom Smart Folder that contains all of your email messages:

Open Outlook and go to Mail. If you prefer keyboard shortcuts, press Ctrl+1.

Select the Inbox (or another folder) in the email account or PST file for which you want to create the Search Folder.

Go to the Folder tab and choose New Search Folder.

In the New Search Folder dialog box, scroll to the Custom section and select Create a custom Search Folder.

In the Customize Search Folder section, select Choose.

In the Custom Search Folder dialog box, enter a name for the Search Folder. For example, type All Mail.

Select Browse.

In the Select Folder(s) dialog box, select the topmost folder for the PST file or email account of the folders you want to search.

Select the Search subfolders check box. Or, clear the Search subfolders check box and choose the folders that contain messages you want to see.

If the Junk Email folder is filled with junk email, exclude mail in this folder by using a filter criterion. Or, place sub-folders under the Inbox or another folder and set up the Smart Folder with Search subfolders enabled.

Select OK to close the Select Folder(s) dialog box.

Select OK to close the Custom Search Folder dialog box.

In the Warning dialog box, select Yes so that the messages in the folders you selected appear in the Search Folder.

In the New Search Folder dialog box, select OK. A new Search Folder appears in the Outlook folders list.

Customize an ‘All Mail’ Folder With Criteria (Plus Examples)

To customize a Smart Folder so that it contains all of your email messages except those you want to exclude with criteria (for example, to remove junk or old emails):

Open the Search Folder you want to customize.

Go to the Folder tab.

In the Actions group, select Customize This Search Folder.

In the Customize [folder name] dialog box, select Criteria.

In the Search Folder Criteria dialog box, specify the criteria for the messages to include in the Search Folder.

To exclude messages from a specified folder such as the Junk Email folder:

  • Go to the Advanced tab.
  • Select the Field dropdown arrow.
  • Select All Mail fields >In Folder.
  • Select the Condition dropdown arrow and choose doesn’t contain.
  • In the Value text box, enter the name of the folder or folders you wish to exclude. For example, enter Junk Email.
  • Select Add to List.

To include messages that are larger than a certain size:

  • Go to the More Choices tab.
  • Select the Size (kilobytes) drop-down arrow and choose greater than.
  • Enter a value, such as 5000 for around 5 MB.

To exclude email from a particular sender, such as “mailer-daemon”:

  • Go to the Advanced tab.
  • Select the Field drop-down arrow.
  • Select Frequently-used Fields >From.
  • Select the Condition drop-down arrow and choose doesn’t contain.
  • In the Value text box, enter the email address (or part of the address) you want to exclude.
  • Select Add to List.

Select OK to close the Search Folder Criteria dialog box.

Select OK to close the Customize [folder name] dialog box.