Media Team | Modified: 2019-12-18T07:23:56+00:00 | Email Client, News, Outlook, Tips|
To remove duplicate emails in Outlook you have 3 choices: Clean Up Conversation - Selected Conversation is deduped. Clean Up Folder - All Conversations in the selected folder are deduped. Clean Up Folder & Subfolders - All Conversations in the selected folder and any subfolders are deduped. Create a new folder on Desktop. Select all contacts in MAC Outlook and Drag it to new folder. Now open contact app and drag all contact from new folder to contact app. In Contact app, click on file tab Export. Export vCard in new folder. Save the folder onto your Desktop with any name.
In every organization, emails are really important as most of the communication is done via them only. This is the reason Microsoft Outlook is among the top choices of users when it comes to an email client. It is so much popular because of the advance features to manage emails efficiently. But, like any other mailbox, Outlook users also suffer from duplicate emails issue.
On a daily basis, the number of emails are increasing in our mailboxes. Above this, if there are some duplicates also, the management of email message become a tedious task. Apart from this, it hamper s the workflow of users in multiple ways. For example, storage space issue, slow down Outlook performance, etc.
All such reasons make users think twice about how to deal with these duplicates in Outlook. Thus, to make this task easier, multiple ways to clean up duplicate emails from PST file of Outlook 2019 / 2016 / 2013 and below versions are covered here.
Looking for a simple, reliable, and instant solution to deal with duplicate emails in Outlook? Try this SysTools Outlook Duplicate Remover tool, it is totally safe and secure to use. Moreover, you can download it here, at free of cost by one simple click.
- Step 1: Download and Install Outlook Duplicate Remover on the local machine
- Step 2: Upload PST file(s) by clicking on “Add File
( s)” or “Add Folder” button - Step 3: Choose data items, i.e., Emails, Contacts, Calendars, Journals, Tasks and Notes
to remove duplicate - Step 4: Choose between the two options to delete duplicate: Within or AcrossFolder
- Step 5: Click Browse to choose the location to save resultant PST file
- Step 6: Click Remove Duplicate button to begin the process
What Are the Possible Causes of Duplicates in Outlook?
Before jumping to the solution to find and remove duplicate email messages of MS Outlook, have a look at the reasons behind the duplicates.
- Mistakes in Outlook Rules: It might be possible that incorrect rules are configured. This might result data duplication in Outlook mailbox.
- Short Send/Receive Intervals: If the frequency of Inbox updates is set short, the emails, mailbox components will not get synchronized properly. This might also results in data duplication.
- Incorrect Account Settings: If you have configured the same email account multiple-times, then the incoming data will get synchronized again and again. It can also leads to duplicate emails messages in Outlook mailbox.
- Improper Mailbox Setup: It can also be possible that you have incorrectly set your mailbox while creating an account. Therefore, you might be receiving the same email message, calendar and contacts again and again.
- Due to Antivirus: In some cases even an anti-virus installed on the system can intercept the Send/Receive process of Outlook.
How to Delete Duplicated Items From Outlook 2019 / 2016 / 2013 / 2010
There are multiple ways to delete duplicate email messages from Outlook. You can choose between them as per your cause of duplicates:
Method 1: Check Account Settings to Remove Duplicate Email Messages in Outlook
There might be possibility that while configuring PST file with Outlook, you have done it more than one time. In such case multiple accounts are added to Outlook with same PST file, which results in duplicates. Thus, verify this, follow the steps mentioned below:
- Open MS Outlook and move to File → Info → AccountSettings
2. An AccountSettings window will open in front of you
3. Go to E-mail tab and look for the account name that you have configured Outlook. If it appears more than once, simply remove it
4. To do this, move cursor to the E-mail account and click on the Remove button from the top
5. After following click on the Close button
Method 2: Remove Duplicate Emails Via Import/ Export
With the help of Import/Export feature, you can also remove duplicate email messages in Outlook. Follow the steps mentioned below:
- Open Microsoft Outlook and navigate to File → Open & Export → Import/Export option
2. In Import and Export Wizard window, choose Import from another Program or file option and click on the Next button
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3. Now, choose Outlook Data File (.pst) on Import a file window and click on the Next button
4. On Import Outlook Data File window, simply Browse the . pst file and check Do not import duplicates option → Next button
5. At last, choose Outlook Data File to export complete data and then on Finish button.
Method 3: Try Clean Up Tool of Outlook to Remove Duplicates
Microsoft Outlook has one Clean Up Tool that let you delete duplicated items from Outlook PST file . To use it in a proper way, follow the steps mentioned below:
- First of all, open MS Outlook application
- Then, click on the Clean Up tool from the ribbon bar and
expand all the options. - As you expand it, three options will be
displayed i.e. , Clean Up Conversation, Clean Up Folders, Clean Up Folders & Subfolders - Here, you have to choose Clean Up Folders & Sub folders option
- Now, a Clean Up Folder dialog box will pop up, asking you whether to proceed with
clean up or cancel? Simply, click on the Clean Up Folder option - After that, click on the Settings option to enter
Deleted Items folder location manually - As you click on the Settings, an Outlook Options window will open. Click on the Browse button add PST file
- Now, Select Folder pop up will appear in front of you.
Choose Deleted Items → OK button - Finally, click on the Clean Up Folder option to eliminate duplicate emails from
mailbox of Outlook.
Flaws of Deleting Duplicate Items in Outlook Manually
All the above discussed manual solutions are useful only when there is a small size PST file containing only hundreds of emails. But, if you have large number of emails in Outlook, you might face following limitation while using manuals.
- Unable to identify the exact number of duplicates in Outlook mailbox. So, locating and removing duplicate emails from Outlook via manual solution will not be an option.
- Clean Up tool starts generating error messages like “No messages were cleaned up. Only messages that satisfy your clean up settings will be moved to the trash folder.” during the duplicate removal process.
Remove Duplicate Emails in MS Outlook Professionally
If a user is looking for a simple solution or wants to avoid the manual solution limitations, go for the professional solution. SysTools Outlook Duplicate Remover is one such application that can help you remove duplicate email messages in Outlook. The software is designed by keeping all requirement s of users in mind. One can find and remove duplicate email messages in Outlook by matching particular attributes. For example, subject, to, cc, from, etc. In addition, a user can also delete duplicates from multiple PST files in bulk via Add Folder option. It can be treated as one-stop solution to fulfill all basic requirements of users.
Time to Wrap Up
Handling duplicates one of the difficult task faced by the users. Thus, to make this task easier for the users, multiple ways to remove duplicate emails from PST file of Outlook 2019 / 2016 / 2013 /2010 are discussed above. This blog will cover all manual and professional solution for the user. A user can pick between them as per his or her requirement.
Frequently Asked Questions
Can I remove duplicate items in Outlook 2016If you want to remove duplicates in Outlook 2016 and other versions either Run Inbox Clean Up tool or take help of some third-party tool
Is it possible to delete emails with same subject in Yes, with the help Outlook Duplicate Remover, you can delete duplicate emails with same subject and many other emails fields.
Why my mailbox have duplicate emails?There are several reasons behind this:
Rules are not configured properly
Due toantivirus
Short interval for Send/ Receive
Incorrect account setup, etc.
Why removal of duplicates is important in Outlook?Rules are not configured properly
Due to
Short interval for Send/ Receive
Incorrect account setup, etc.
Storage space issue
Start creating confusion
Management of emails becomes difficult
Slow performance of Outlook
Start creating confusion
Management of emails becomes difficult
Slow performance of Outlook
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When users encounter duplicate emails in their mailbox, it becomes difficult to manage them. This is the reason we all are here. In this blog, multiple ways to removing duplicate email messages in Microsoft Outlook are discussed. However, duplicates in Outlook mailbox can create many annoying problems such as corrupt mailbox data, performance degrades, etc. To overcome all such issues of Outlook, you have to remove duplicate email messages in order to maintain the continuity of work. But before that, it is important to find out the cause of duplicate emails.
Email communication is the type of communication famous among the business users. Nowadays, all small and big information is share between the users is via emails only. Thus, emails are one of the most important resource of the users. Therefore, proper management in any mailbox is always necessary as it keeps lots of crucial information. When it comes to management of mailbox, eliminating duplicate items is the hardest one.
Have you ever seen email deduplication in your Outlook mailbox?
If you did not pay any attention towards removing duplicate email messages in Outlook mailbox, it can create lots of issues. Are you looking for a direct and simple solution to eliminate duplicate items in Outlook? If yes, download the application below free of cost.
It is foolproof formula to deal with any type duplicate items in Outlook in just few simple clicks. In addition, it is 100% safe and secure to download and remove duplicate emails from your Outlook PST file.
Why Should One Remove Duplicate Items from Outlook 2016 & 2019?
Microsoft Outlook is the widely used email application so, to keep it in working state is really important. However, duplicate email messages in mailbox can badly affect its performance. Apart from this, there are many other problems faced by the users and are listed below:
- Unable to Locate Message: When you try to search for any email via search option in Outlook, it displays a complete list of messages and take more than the desired time.
- Increase Mailbox Size: If you keep receiving duplicate emails in Outlook with attachments, the size of mailbox also keeps on increasing. However, if the size of mailbox is large, the performance degrades.
- Occupy More Space: As the number of duplicate items increase, it will occupy more storage on the hard drive and CPU usage will also be higher. In addition, it increases the chances of data corruption also.
- Other Issues: There can be many other common issues faced the users as the time increases. For example, Outlook becomes slow, starts freezing, or stop even responding! In addition, it can corrupt Outlook PST file also.
All Possible Causes of Duplicate Emails in Outlook
- Rules Are Not Configured Properly: If rules in Outlook are not configured properly, it will create a confusion as an email message arrives. Afterwards, it results in duplication of the emails.
- Synchronization Issue: If inbox updates with very low frequency, it will create synchronization problem and generates duplicate items in the mailbox.
- Incorrect Account Settings: It is possible that the same email account is configured twice or in different devices. There is a possibility that it results in repeated synchronization of inbox. Hence, create duplication in Outlook mailbox.
- Mailbox is not setup Properly: When set up a mailbox in Outlook and it is not configured properly, there are chances of receiving same email multiple times.
- Other Technical Issues: It is quite possible that there is technical problem in the mail server and leads to duplicate Outlook items. The main reason behind this is you have left Leave Messages on the Server option checked.
Not doubt the reason behind duplicates emails in Outlook matters a lot always. The point is, it will surely hamper the performance, continuity, and productivity of Outlook. Thus, it is important to remove duplicate email messages of Outlook in a proper way.
Simple Tricks to Remove Duplicate Emails from Outlook
There are many approaches available that user can try to remove duplicate email messages. In order to know about the same, continue reading the blog.
Trick #1: Configure Rules Correctly
The very first step is make sure that Outlook Rules are configured correctly as it creates confusion in multiple email folders
Trick #2: Change Inbox Update Frequency
Next, you can modify Inbox update frequency by following the steps below:
- First of all, open MS Outlook and click on the Send or Receive button
- After that, choose Define Send or Receive Groups option
- Here, you can set the ‘Schedule an automatic send/receive every’ value between 15 and 30 minutes
Trick #3: Run Inbox Clean Up Tool
Microsoft Outlook includes an inbuilt application named as Clean Up tool to eliminate duplicate emails of Outlook. You can run the tool within the Outlook only. To begin clean up process of removing duplicated emails, follow the steps below:
- First of all, open MS Outlook application
- After that, choose Inbox folder containing duplicate emails
- Then, move to Home menu and select the Clean Up option
- Now, choose any of the following option as per the reason of duplicate occurrence:
- Clean Up Conversation: Remove and move duplicate email messages from conversations to Deleted Items folder
- Clean Up Folder: Delete the duplicate email messages from a specific folder
- Clean Up Folder and Subfolders: To clean up folders and subfolders both
5. At last, right-click on the Deleted Items folder and choose Empty folder option. This will remove duplicate emails permanently from Outlook mailbox
Trick #4: Anti- Virus Software
In some cases, anti-virus app is also responsible in closing of Server connection. And, if the connection is not terminated accurately, the email message is not flagged when received. This is the reason behind duplicate emails in the mailbox. To cross check this, move to anti-virus instruction manual to find out the to disable email protection.
Trick #5: Professional Solution
If any of the above trick does not work perfectly to eliminate duplicate items in PST file of Outlook, switch to some professional solution. Outlook Duplicate Item Remover is one such application that can help you in removing duplicated emails in Outlook. It is one of the finest application to deal duplicate emails in problem. It let users remove duplicate Outlook items from multiple PST files in batch also. When it comes to remove duplicate emails via email fields, it is the best option to go for. Moreover, it supports both ANSI and UNICODE type PST file.
Time to Wrap Up
Duplicate items in mailbox can be annoying sometimes or start creating issues. Therefore, multiple tips and tricks to remove duplicate emails in Microsoft Outlook are covered in the blog. You can try them and get rid of duplicated items problem in Outlook mailbox.