How to Remove Duplicate Emails in Outlook – All Tested Methods
Is your Outlook contain multiple duplicate emails, and you want to clean them up? If yes, then Outlook does not offer any built in remove duplicates option. For small number of repeated messages, one can manually delete duplicate emails by sorting and filtering them. Moreover, for large volume of duplicate emails can be easily and effectively removed using dedicated software by Revove.
However, if same message appears in your Outlook inbox more than once, then you are not only one facing this recurring problem. These duplicate emails fill your storage, which leads to slowdown in Outlook performance.
But good part is that this issue can be permanently removed from your mailbox. In this guide, we will discover how to remove duplicate emails in Outlook using both manual and advanced approach. So, let’s get started with this troubleshooting guide.
Why Do Duplicate Emails Appear in Outlook Inbox?
Before anyone dives to remove duplicate emails in Outlook, it is very important to understand actual reasons why these redundant messages keep coming back. Here are some listed below:
- Synchronisation Error: If you have connected your IMAP Outlook account to multiple devices, it might download your message again due to syncing issue, leading to duplication.
- Incorrectly Configured Rules: Applying rules incorrectly might result in double emails in Outlook inbox.
- Server Errors: Sometimes, failed message sends or server outages can easily cause same email to be delivered several times, resulting in duplication.
- Multiple Outlook Profiles: These duplicate emails can simply be created due to configuration or having an Outlook account more than once.
- Uploading or Merging Files: Importing same data file or combining archive files more than once can also lead to repeated emails in Outlook folder.
Also Read: Download Attachments From PST File
What Happens When Duplicate Email Messages Occur in Outlook?
Microsoft Outlook is a complex program. In general, Outlook requires many sources. Going through the challenges listed below will help you determine which challenge is troubling you.
- When using the Quick Find option, Outlook may take longer than expected to list messages.
- There has been a significant increase in mailboxes. The larger the attached file, the slower the mailbox will perform.
- Duplicate emails take up a lot more space than regular emails. As a result, if you receive bulk messages, the application will hang.
- Microsoft Outlook slows down; It can sometimes freeze, stop responding, and hang. Your entire PST file will be corrupted.
Remove Duplicate Emails in Outlook – Manual Method
To remove duplicate emails from Outlook 2021, 2019, 2016, 2013, 2010, and 2007 PST files, you must first understand why they are there. Once you’ve identified the sources, use the following strategies and tactics to properly eliminate bulk duplicate messages.
Method 1: Configure Rule Correctly
Check whether Outlook rules are configured properly. If the rules are not set properly, the different email folders will get confused. Configure the rules correctly so that Outlook automatically removes duplicate emails. Additionally, make sure that only one instance of the Outlook application is running. Close any additional instances of Outlook.exe using your system’s Task Manager.
Method 2: Using Import/Export Option
- Import/Export can be accessed via the File menu >> Open & Export >> Import/Export.
- Select Import from a different program or file.
- Click Next after selecting Outlook Data File (.pst).
- Navigate to .pst file and select the “Do not import duplicates” checkbox.
- Select the import folder and tick the “Include subfolders” box. Check the box next to “Import items into the same folder” and then click the Finish button to remove duplicate emails in Outlook.
Method 3: Use Clean-up Tool
- Select the Clean Up tool.
- Choose Clean Up Folders & Subfolders from the three selections.
- A Clean Up Folder will appear, prompting you to continue or abort the cleanup. Select the Clean Up Folder option.
- To manually enter the location of the deleted items folder, select Settings.
- Outlook options windows will open after you select Settings. To upload the PST file, click Browse.
- The Select Folder pop-up window will display. Select Deleted Items and click OK.
- To delete duplicate Outlook emails, select the Clean Up Folder option.
Note: The error message is generated by the Clean Up utility. “No messages were removed. Only messages that comply with your clean-up preferences will be moved to the trash folder.”
Here, all the manual methods are over. Now, if you are using these methods, you must know their limitations. which we have mentioned below.
Limitation of Human Method
- Due to multiple methods, it is a long process during which data loss can occur and time is also consumed.
- To try this process, it is very important for users to have a good understanding of technical concepts; only then can they follow the steps carefully.
- It can also remove duplicates from one email at a time. As a result, multiple duplicates cannot be demonstrated simultaneously. And so on.
Method 4: Using Professional Solution to Remove Duplicate Emails in Outlook
If you have a large number of duplicate emails in your inbox, then it is not advisable to use manual methods, as they can be very challenging, as mentioned above. Instead, we recommend using the Revove PST Duplicate Remover Tool. This dedicated software allows users to delete duplicate emails from Outlook PST file and folder at once. It safely removes all unwanted repeated messages that clutter your mailbox.
Also, this utility offers simple and easy to operate interface for both technical and casual users, helping them get rid of redundant messages without any technical knowledge. Furthermore, it can run completely offline without any internet connection. Now, it is time to understand how this tool actually works.
Instant Steps to Clean Up Duplicate Emails
- Firstly, download and run this advanced software on your system.
- Tap Add Files and Folder option to upload data files to software.
- This also offers dual mode, i.e., Within Folder & Across Folder to delete duplicates.
- Browse destination path to store cleaned output data file.
- Choose Emails option from Select Item Types tab.
- Apply filters from Specify Duplicate Criteria feature to remove duplicate emails in Outlook.
- At last, click Next button to begin removal process to delete duplicate emails Outlook.
Here are all steps mentioned above that let user to effectively and accurately eliminate repeated messages present in Outlook inbox.
Conclusion
In this article, we have guided you on how to remove duplicate emails in Outlook using best methods. We have also explained the main reasons for their occurrence. However, if you are dealing with small number of repeated messages, then manually deleting is great option. Moreover, for bulk or multiple duplicate removals, use aforementioned software by Revove. If you still face any problems, then contact our support team to resolve your error.