Change Item Count on All Folders in a Data File

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.

Sub TotalUnreadCount()
    ' store is a pst file
    Dim App As New Outlook.Application
    Dim Stores As Outlook.Stores
    Dim Store As Outlook.Store
    Dim Root As Outlook.Folder

    On Error Resume Next
    Set Stores = App.Session.Stores
    For Each Store In Stores
        Set Root = Store.GetRootFolder
        
    ' Use If statemnet to apply to a specific data file
    ' Otherwise, all folders in ALL data files in the profile are changed
    ' display name is in the location field of the Properties dialog
    'If Root = "data file display name" Then
        ChangeShowCount Root
    'End If
    
    Next
End Sub

Private Sub ChangeShowCount(ByVal Root As Outlook.Folder)
    Dim Folders As Outlook.Folders
    Dim Folder As Outlook.Folder
    Dim Foldercount As Integer

    On Error Resume Next

    Set Folders = Root.Folders
    Foldercount = Folders.Count
    If Foldercount Then
        For Each Folder In Folders
        'ShowTotal Count
            Folder.ShowItemCount = olShowTotalItemCount
        'Show UnreadCount
            'Folder.ShowItemCount = olShowUnreadItemCount
            ChangeShowCount Folder
        Next
    End If
End Sub