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Message Statistics Report

Message Statistics Report
Shows the number of sent and received Outlook messages by hour, date, month, day of week or month name.
Version: 4.21 released on May 11, 2023.
(4.7 / 61 reviews)

Message Statistics Report for Outlook
You can download a free limited version down below

Main features

  • Generates email statistics report on sent and received messages for any period: day, week, month, year, or a custom period.
  • Applies a filter by the selected days of the week and hours.
  • Groups messages by date, month, hour, etc.
  • Shows the total size of sent and received messages.
  • Displays the time and date of the first and last message sent for each time range within the specified period
  • Allows you to save the final Outlook statistics report to a CSV file or copy it as a table to insert in Excel, Word, online editors, and other applications.
  • Creates a report for any number of folders, an entire mailbox, or multiple Outlook email accounts.
  • Can be run from a command line to automatically generate scheduled or multi-user email statistics reports.
  • Compatible with any Microsoft Outlook versions starting from Outlook 2007.

Why do we need Outlook analytics and email counters

Email is an indispensable business tool. Among the most popular email clients, more than 200 million people choose Microsoft Outlook. The average email user receives about 120 messages a day, which is growing every year. To work effectively with mail and increase productivity, it is essential to use email statistics instruments.

Helped by the Outlook email statistics report, you can understand and analyze:

  • Number of emails sent and received by one user in a period.
  • What is the busiest hour of the day, day of the week, or month of the year.
  • When business activity in the office begins and ends for the day or other period.
  • How many messages were sent during employees' overtime or weekends.
  • Who among managers is most busy with email communication, and to whom you can delegate responding to clients.
  • Efficiency of launched advertising campaigns and other activities.

You can build graphs and add them to weekly or monthly reports based on the data obtained. Appeal to the facts when you want to ask your supervisor for a bonus or promotion. Use Outlook statistics to evaluate employee performance, plan your time, and other purposes.

Our Outlook email analytics tools include other reports to measure the productivity of Outlook users, such as average message response time and the number of messages answered, a report on unused contacts.

How to count emails in Outlook

Let's see which Outlook reporting tools can be used and what possibilities are opened when using a professional automatic Outlook statistics solution.

Outlook email count in a manual way

Microsoft Outlook does not have built-in tools for mail count. You can analyze how many emails in Outlook are sent and received per day or period using search folders.

After completing a specific sequence of steps, you can discover how many incoming and outgoing messages are in the generated search folders. But this data cannot be exported and must be manually transferred to an Excel spreadsheet or another document. No additional features are available with this method.

Automatic email count in Outlook

The Outlook Message Statistics Report is a simple add-in that helps you quickly get the data you need about outgoing and incoming emails for any period. You can determine how to sort the results when you run the add-in.

Start the utility and specify which mailbox folders to generate email statistics for. You can add archive PST files stored separately.

Outlook email counter per period

Select any period from the ready-made list or specify your own. You can exclude recent messages from the mail count. Or, on the contrary, get emailing statistics only on the last days.

Selective mail counter

The utility contains filters for selecting certain hours or days of the week. This is convenient for analyzing business activity and monitoring employees' work.

Diverse Outlook email analytics presentation

During setup, you can immediately specify how the Outlook email count results should be clustered. They can be grouped by day of the week, hour, date, or even specific months of the year. So you can discover the "rush hour" in the office or plan an advertising campaign for the month you start getting client requests.

If you are not comfortable with the grouping options offered or need to supplement the report presentation, save or copy the results and analyze them in the right program, for example, Excel. Use additional filters, formulas, and graphs based on the Outlook email statistics received.

The report shows the total size of sent and inbox messages and total email traffic for the specified period. Choose in which units to output Outlook email metrics. If you check the Show first and last sent message date option, the date and time of the first and last messages sent are displayed for each interval specified in the Group by field.

You can export Outlook email stats to a CSV file or simply copy the statistics data to paste it into any editor. For example, copy the resulting figures into Microsoft Excel to make graphs and charts or further analyze the mailbox data using Excel tools.

Command line Outlook reporting capabilities

The professional version of the utility contains a command line application.

Here, you can create scripts to automatically generate email statistics reports. Schedule when to generate a weekly, monthly, or other mailbox report using the Windows Scheduler.

The command line will help if you need an Exchange server mailbox statistics tool. This way, you can count emails in multiple Exchange mailboxes at a time to analyze data on all employees in the company.


If working with mail is the core of your business, collecting and analyzing Outlook email statistics will help you organize the workflow, freeing up time and effort.

Mailbox general statistics are indispensable for managers who want to increase the efficiency of their company or department. They can correctly assess the workload of each employee or the difference in the work of employees with the same responsibilities, plan marketing activities for the right period, and track the peaks of business activity.

Use this simple and easy-to-use automated email statistics tool to get a clear daily mailbox size report to increase your productivity and the productivity of your employees.


How to count the number of emails in Outlook per day?

To count the total number of incoming or outgoing emails per day in Outlook, follow a couple of simple steps when setting up the email statistics utility:

  1. Select "today", "yesterday", or "the period..." and a specific date in the For field.
  2. In the Group by field, leave "Date".
  3. The final report shows the number of messages per day.

How to count sent emails in Outlook per month, day, or year?

  1. To check sent mail in Outlook, specify the desired period in the For field.
  2. Select how you want to group the messages in the Group by field.
  3. Click Run.
  4. The number of messages sent is displayed in the appropriate column.

How to count emails in Outlook per day per person?

Collect the Outlook statistics on emails per day for each user individually or run the command line application from the utility professional version to get the email statistics in bulk for all email accounts.

How to see how many emails you have in Outlook?

Use the Folder Report utility to discover how many messages you have in each folder of your mailbox.

OutlookFreeware.com Outlook Ribbon
All utilities easily integrate with Outlook (optionally)

* This utility is for non-commercial home use only. It will not run in domain enviroment. Some of the described features and support for domain enviroment are available in advanced version of the utility only. Free version may have additional limitations.

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