How to count distribution list members in Outlook?

Author Siluvia Last modified 2025-04-10

Managing contact groups in Outlook can sometimes be challenging, especially when you need to know the number of members in a distribution list. Outlook doesn’t offer a built-in feature for this, leaving many users unsure of how to quickly get an accurate count. In this article, we’ll explore two methods to solve this issue: using VBA for a manual solution and the much simpler, faster Kutools for Outlook method. If you’re looking for ease of use and efficiency, the second method will truly stand out.

Count Distribution List Members Using VBA Code (Manual and Tedious)

Step 1: Create and save VBA code
Step 2: Add a button for the macro to the Quick Access Toolbar
Step 3: Run the VBA code

Instantly Count Contact Group Members with Kutools for Outlook 👍 (Quick and Effortless)

Count Distribution List Members Using VBA Code

For users comfortable with technical setups, "VBA" (Visual Basic for Applications) provides a way to count members in a distribution list. While effective, this method requires some effort to configure and run.

Step 1: Create and save VBA code

1. Press "Alt" + "F11" to launch the Microsoft Visual Basic for Applications window.

2. Click "Insert" > "Module" in the toolbar.

the screenshot of step about counting distribution list members in Outlook with VBA code 1

3. Then copy and paste the following VBA code into the "VbaProject" window.

VBA: Count distribution list members in Outlook

Sub CountDLMembers()
    Dim oOL As Outlook.Application
    Dim oSelection As Outlook.Selection
    Dim oItem As Object
    Dim olDL As Outlook.DistListItem
    Dim Result As String
    Set oOL = Outlook.Application
    'Check and get the selected Contact Group
    Select Case TypeName(oOL.ActiveWindow)
        Case "Explorer"
            Set oSelection = oOL.ActiveExplorer.Selection
            If oSelection.Count > 0 Then
                Set oItem = oSelection.Item(1)
            Else
                Result = MsgBox("No item selected. " & _
                            "Please select a Contact Group first.", _
                            vbCritical, "CountDLMembers")
                Exit Sub
            End If
        Case "Inspector"
            Set oItem = oOL.ActiveInspector.CurrentItem
        Case Else
            Result = MsgBox("Unsupported Window type." & _
                        vbNewLine & "Please make a selection " & _
                        "in the Calendar or open a Contact Group first.", _
                        vbCritical, "CountDLMembers")
            Exit Sub
    End Select
    If oItem.Class = Outlook.olDistributionList Then
        'Display the member count
        Set olDL = oItem
        Result = MsgBox("The Contact Group '" & olDL.DLName & "' contains " & olDL.MemberCount & " members.", vbInformation, "CountDLMembers")
    Else
        'Selected item isn't a Contact Group item
        Result = MsgBox("No Contact Group item selected. " & _
                    "Please make a selection first.", _
                    vbCritical, "CountDLMembers")
        Exit Sub
    End If
    'Cleanup
    Set oOL = Nothing
    Set olDL = Nothing
End Sub

4. Click the "Save" icon, then close the VBA editor.

Step 2: Add a button for the macro to the Quick Access Toolbar

1. Navigate to "People" or "Contacts" in the Outlook navigation pane to switch to the "Contacts"/"People View".

2. Right-click on the "Quick Access Toolbar" and then click "Customize Quick Access Toolbar" in the right-clicking menu.

the screenshot of step about counting distribution list members in Outlook with VBA code 2

3. In the "Outlook Options" dialog box, you need to:

1). Select "Macros" in the "Choose commands from" drop-down list.
2). Select the macro you created in the list and click "Add", then click "OK".

the screenshot of step about counting distribution list members in Outlook with VBA code 3

Step 3: Run the VBA code

After adding the button for the macro on the "Quick Access Toolbar", you can now run the VBA code to count the distribution list members.

1. Select the distribution list you want to analyze, and then click the macro button on the "Quick Access Toolbar".

the screenshot of step about counting distribution list members in Outlook with VBA code 4

2. A prompt will display the number of members in the distribution list.

the screenshot of step about counting distribution list members in Outlook with VBA code 5

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✨ How It Works:

Switch to the Contacts view and select the group to split.
Click "Kutools Plus" > "Contact Group" > "Split to Multiple Contact Groups".
Select the contacts to move into a new group and name the group.
Click "OK" and let Kutools handle the rest!

Split to Multiple Contact Groups Feature

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Instantly Count Contact Group Members with Kutools for Outlook 👍

If you’re looking for a faster, easier, and more intuitive solution, "Kutools for Outlook" is the perfect tool. Its "Information" feature provides an instant count of distribution list members with just a single click. This method eliminates the need for technical setups and offers additional details about the group, making it a must-have for Outlook users.

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1. After opening the contact group you want to analyze, click "Kutools" > "Information".

the screenshot of step about counting distribution list members in Outlook with Kutools method 6

2. Instantly, you can see the "total number of members", "creation date", and "last modification date".

the screenshot of step about counting distribution list members in Outlook with Kutools method 7

Why the Kutools Method Is Superior?

While the VBA approach is functional, it’s impractical for most users due to its complexity and multi-step setup. Kutools for Outlook, on the other hand, offers unmatched convenience. Here’s why it’s the better choice:

Quick Setup: No need to navigate menus or write code. Install Kutools, and you’re ready to go.
One-Click Solution: Save time and effort with instant results.
Error-Free: Unlike VBA, there’s no risk of mistakes in coding or configuration. Kutools ensures 100% accuracy every time.
Comprehensive Information: Go beyond just the member count with additional data that the VBA cannot provide.
Professional Productivity: Ideal for users who need to manage contact groups efficiently without disruptions.