That little number next to your Inbox can be motivating or mildly terrifying, depending on the day. But did you know you can change what it counts?
By default, Outlook shows how many unread emails are in each folder. For some folders, that’s exactly what you want. For others, like a project folder, a client folder, or a shared mailbox, the total number of messages can be more useful. Here’s how to change your inbox count in Outlook, whether you use classic Outlook, new Outlook for Windows, or Outlook on the web.
Unread Count vs. Total Count: What’s the Difference?
Outlook can display one of two numbers beside each folder name:
- Unread count shows how many messages you haven’t opened yet. It’s the default for most folders and works like a to-do list: when it hits zero, you’re caught up.
- Total count shows every message in the folder, read or not. It’s handy for folders you use as a holding area, like invoices waiting to be paid or requests waiting on someone else, where the real question is “how much is still in here?”
A few folders already show the total by default, including Drafts and Junk Email, since unread status doesn’t mean much there.
Neither option is better. It’s personal preference, and you can pick a different one for each folder to match how you work.
How to Change Your Inbox Count in Classic Outlook
Classic Outlook for Windows lets you choose the count for each folder:
- In the folder pane, right-click the folder you want to change and select Properties.
- On the General tab, choose Show number of unread items or Show total number of items.
- Select OK.
The unread count appears in parentheses after the folder name, and the total count appears in square brackets, so you can tell at a glance which one a folder is using. Each folder can show only one count at a time, but you can switch back whenever you like by repeating these steps.
How to See Total Message Counts in New Outlook and Outlook on the Web
New Outlook for Windows and Outlook on the web show the unread count next to most folders, and they don’t offer the same folder setting as classic Outlook. You can still see the total quickly: hover over a folder, and Outlook shows the total number of messages, followed by the unread count in parentheses.
Microsoft walks through the options for each version in its guide to displaying the total number of messages in a folder. If you’re not sure which Outlook you have, look for a New Outlook toggle in the top corner of the window. If it’s switched on, you’re using new Outlook.
Make Your Inbox Count Work for You
Once your folders show the right numbers, a few habits help keep those numbers manageable:
- Use total counts for “waiting” folders. A folder for pending approvals or open quotes with a total count tells you how much work is still outstanding, even after you’ve read everything in it.
- Filter to unread when you’re catching up. After a day out of the office, filter the Inbox to show only unread messages so you can work through what’s new. Microsoft explains how in its guide to viewing only unread messages in Outlook.
- Move messages out once they’re done. Filing finished emails into project or client folders keeps the Inbox count meaningful. Here’s Microsoft’s guide to moving messages to another folder.
- Watch shared mailboxes closely. On a shared inbox like info@ or support@, a rising total can be an early sign that customer emails are slipping through the cracks.
A number that means something is a lot more useful than one you’ve learned to ignore.
LG Networks Can Help Your Team Get More Out of Outlook
Small settings like inbox counts are easy to overlook, but they shape how your team works every day. Multiply a few minutes of inbox confusion across everyone in the office, and it adds up fast.
LG Networks provides IT support in Dallas and across DFW, including Microsoft 365 setup and administration, shared mailboxes, a 24/7 helpdesk your team can call with any Outlook question, and 24/7 monitoring that keeps email running behind the scenes. Whether your team is moving to new Outlook or just wants classic Outlook set up the right way, we’ll help make the switch smooth.
What would your team do with the minutes they now lose to inbox chaos every day?
Take the first step. We’ve got you covered.
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