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Computers and Technology

How to Remove Duplicate Items in Microsoft Outlook?

Remove Duplicate Items in Outlook PST files

Microsoft Outlook is an excellent program for organizing your email, tasks, and calendar. However, if you have a large number of items in your email, keeping track of what’s new and what’s been removed might be tough.

Furthermore, when you import things into MS Outlook with the duplicate detection option turned off, Outlook skips the duplicate items. Many users need to delete duplicate items from their Outlook inboxes. However, after the import is complete, it is difficult to delete duplicate objects. Concentrate on the statement “you cannot quickly eliminate duplicate things.” This indicates that duplicate things can be removed, but not easily.

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Go through this entire page carefully to help you eliminate duplicate items in Microsoft Outlook 2016, 2019, and all prior versions.

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How Can Duplicate Items Cause You Problems?

Microsoft Outlook is one of the most popular apps included with Microsoft Suite. Outlook requires a large number of resources to run well. Duplication of messages and emails is a typical problem for Outlook users. You will almost certainly encounter the following issues at some point in your life.

  • Duplicate emails cause chaos. The user cannot validate whether or not an email was responded to. If you continue to respond to the same email many times, it will cause further confusion among team members and clients.
  • Duplicate emails unnecessarily increase the size of Outlook data files. The Outlook program slows down. It has a detrimental impact on corporate productivity. It takes longer to access new emails and respond to them.
  • Duplicate items will increase the size of the Exchange/Office 365 mailbox if Outlook is set up with Exchange Server or Office 365.
  • Outlook backups will take up more space, and if you save backups to any external cloud storage, you will have to pay more for more storage space.

Factors Contributing to Email Message Duplication

The causes are numerous, and they are given here.

1. Incorrect rule configuration.
If the rules are wrongly specified, you will be perplexed when you receive an email message. The emails have been duplicated as a consequence.

2. Messages are sent and received at short intervals.
If the inbox updates infrequently, the emails and other data in the mailbox will not be synced, resulting in data duplication.

3. Account setup error.
If the same email account is used on multiple devices, such as a laptop and a mobile phone, the incoming message will be synchronized many times. This might be one of the causes of email duplication in Outlook.

4. Inappropriate mailbox configuration.
Receiving the same email and any message repeatedly is possible if the mailbox settings are entered improperly while opening an account in Outlook.

5. Technical Problems
The duplication of Outlook items is also caused by a technical fault with the mail server. Such occurrences are common when the “Leave Messages on the Server” option is enabled. When two or more “move a copy to” rules are applied to specific incoming emails, the incorrect setup of Microsoft Outlook is regulated. This frequently results in email duplication. Email duplication can also occur as a result of the consolidation of many PST files into a single file.

Whatever the cause for making several copies of a single message, it will reduce Microsoft Outlook productivity, thus you should delete duplicate Outlook items!

How can I check for email duplication in Outlook?

A single glance will not reveal the duplicity of an Outlook email. You may use numerous attributes of a message to determine whether it contains more than one email. For the comparison, you may utilize the following fields:

  • Subject
  • Text
  • Sender
  • Recipient
  • Attachment

If you do a search using such data, you may receive the same emails many times if your inbox contains duplicates. You may search the inbox emails based on the aforementioned parameters (e.g. “Subject”) and remove the comparable emails using the Delete option in the program for a limited number of duplicate emails. However, this would be a difficult process if there were a high number of duplicate things.

Is it simple to get rid of duplicate files in Outlook 2019, 2016, 2013, 2010, and 2007?

It is critical to remove duplicate files from email. If you have hundreds or thousands of such goods, it will be difficult for you. It would be nearly hard to remove such items manually if the count was any higher. In brief, manually eliminating duplicate items is a difficult operation, and Microsoft, sadly, does not give an easy solution for this problem, even in Outlook 2013.

How Do I Remove Duplicate Items From Outlook?

Before you begin removing duplicate items from Microsoft Outlook, You must first identify the source of the problem before attempting to resolve it. However, if you are unable to do so, here is some assistance. The following are five methods for removing duplicate files from an Outlook mailbox.

Correctly configure the rules

Examine whether the Outlook rules are properly set up. If rules are not properly specified, various email folders will become confused. Set up the rules appropriately. Additionally, make sure that only one instance of the Outlook program is running. Close any excess instances of Outlook.exe using your system’s Task Manager.

When importing Outlook items, always choose “Do Not Import Duplicate Items.”

To avoid the import of duplicate things in the program, when you import Outlook PST file items such as mailbox folders or contacts using the Import/Export function in the Outlook application, be sure to choose the “Do Not Import Duplicate Items” option at the the the the conclusion of the Import process.

Configure the frequency of inbox updates.

A. Launch Microsoft Outlook.
B. Under the “Send/Receive” menu, select “Send/Receive Groups.”
C. Select “Define Send/Receive Groups.” A new window will be launched.
D. Click on the group you wish to edit in the new window. “All Accounts” is the only group that is available by default. By clicking the “New” option, you may easily establish a new group.
E. After you’ve chosen the group, click the “Edit” button.
F. Go to the “Schedule an automated send/receive every __ minutes” option in the text box and choose the required time interval from the drop-down menu.
G. To save the changes, click “OK.”
H. By repeating steps C–G, you may also define various periods for separate sets of accounts.

Empty the inbox

Outlook provides a variety of applications and add-ins that may help you effortlessly wipe up duplicate emails. The steps listed below should be followed to clean out your mailbox:

A. Launch Outlook.
B. Choose a mailbox folder.
C. Choose Home > Cleanup. Configure the following options:
a. tidy up Discussion will erase and relocate any duplicate emails in the conversation.
b. Clean Up Folder can delete duplicate emails from any folder.
c. Folders and subfolders should be cleaned up. will remove duplicate directories and subfolders
D. Right-click the Deleted Items folder and select Empty Folder to erase the emails permanently.

Antivirus Software

If you’re using Microsoft Outlook and have duplicate things in your inbox, you might be able to fix the problem by turning off your antivirus software. In rare circumstances, antivirus software might cause duplicate items to appear in Outlook.

Follow these procedures to stop your antivirus software:

A. Launch your antivirus program.
B. Look for a setting that allows you to disable or switch off the program. This option’s position will differ based on the program you’re running.
C. Restart Microsoft Outlook after the program has been deactivated
D. Check your email to see whether the duplicate items are still there. If they are not, reactivate your antivirus program.

If you continue to see duplicate items in your inbox after stopping your antivirus program, you may need to manually delete the duplicates. Select the duplicate items and press the Delete key on your keyboard to accomplish this.

Outlook Duplicates Remover from a Third Party

You may also use a trustworthy Third-Party tool- Outlook PST files Duplicate Remover application to permanently remove Outlook duplicates. Third-party products are designed in such a manner that you no longer need to be concerned about duplicate emails or other duplicate Outlook items.

Outlook PST Duplicates Remover is one such program. The app detects and eliminates duplicate items from your Outlook. It is the most effective and time-tested method for removing Outlook duplicate items. It gives you numerous alternatives for finding duplicate things, such as

  • All objects in an Outlook PST file are duplicated.
  • Duplicate items may be extracted from any big Outlook PST file.
  • Support for duplicate elimination without the use of Microsoft Outlook.
  • Duplicates from chosen or all folders can be fixed.
  • PST files in both ANSI and UNICODE formats are supported.
  • All Outlook versions (2019, 2016, 2013, and so on) are fully functional.
  • After removing duplicates, save the data in a new PST file.
    Keep email properties and components.
    Free Outlook Duplicate Remover for testing purposes.

To eliminate duplicates in MS Outlook, follow these steps:

  • After downloading and installing, go to the start menu and look for the software. Alternatively, double-click the program icon to launch it.
  • Now, on the program panel, add Outlook files (OST or PST). Uploading files can be done in one of two ways:
    a. Folder – Select Folder mode and add a folder that contains several PST/OST files.
    b. Single/multiple files – Use this option to add PST/OST files one at a time.

browse-pst

  • Now, click the Browse option and choose PST/OST files from your local system to import into the program wizard.
  •  After uploading the files, you will see the total number of files uploaded to delete duplicates.

select-pst-items

  • Mails, Notes, Contacts, Journals, Calendars, and Tasks are among the objects that can be duplicated. Mark the products you want.To delete Outlook duplicates, you have two options:
    a. Remove duplicates across all folders – Removes duplicate entries from all Outlook data file folders.
    b. Duplicates within the folder are removed – It eliminates duplicates from within each folder.

duplicate-removing-options

  • Use the Browse option to specify a location on your system to save the files that arise from the elimination of duplicate entries.
  • When you click the Remove Duplicate Emails button, the process of removing PST file duplicates will begin.

Conclusion

Duplicate items in Microsoft Outlook can be a pain, but there are various ways to get rid of them. We’ve described the most effective strategies for you below. All of these approaches are quite basic and clear, so carefully follow the directions to eliminate those annoying duplicate things.

Furthermore, if you’re seeking a dependable and simple way to remove duplicate things from your Microsoft Outlook mailbox, Outlook PST Duplicates Remover is an excellent alternative. It can help you get rid of all the duplicate material in your email in minutes, giving you back control of your Inbox and allowing you to focus on more essential activities. Visit our website today to learn more about this amazing tool and to receive a free trial version.

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