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Remove Duplicate Emails in Outlook – Learn From the Best Guide

Published By Ashwani Tiwari
Tej Pratap Shukla
Approved By Tej Pratap Shukla
Published On September 26th, 2023
Reading Time 7 Minutes Reading

Remove Duplicate Emails in Outlook

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 remove duplicate emails in Outlook are discussed. However, duplicates in Outlook mailbox can create many annoying problems such as corrupt mailbox data, performance degrades, etc.

Email communication is the type of communication famous among the business users. Nowadays, all small and big information is shared between the users is via emails only. Thus, emails are one of the most important resources of the users. Therefore, proper management in any mailbox is always necessary as it keeps lots of crucial information. When it comes to the management of mailbox, the hardest one is to remove duplicate emails in Outlook.

Table of Contents

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 items that are replicas in Outlook? If yes, download the application below free of cost.

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It is a foolproof formula to deal with any type of duplicate items in Outlook in just a 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 Emails in Outlook 2016 & 2019?

Microsoft Outlook is the widely used email application so, keeping it in a working state is really important. However, duplicate email messages in a 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 increases, 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 Leading Users to Eliminate Duplicate Emails in Outlook

  • Rules Are Not Configured Properly: If rules in Outlook are not configured properly, it will create 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 which makes the users look for solutions to remove duplicate emails in Outlook.
  • 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 Eliminate Duplicate Emails in Outlook

There are many approaches available that the 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 to 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
schedule automatic send/recieve

Trick #3: Run Inbox Clean Up Tool to Remove Duplicate Emails in Outlook

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:

  1. First of all, open MS Outlook application
  2. After that, choose Inbox folder containing duplicate emails
  3. Then, move to Home menu and select the Clean Up option
  4. 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
clean up folder

5. At last, right-click on the Deleted Items folder and choose Empty folder option. This will eliminate duplicate emails in Outlook mailbox permanently.

Trick #4: Anti- Virus Software

In some cases, anti-virus app is also responsible for closing in 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 the anti-virus instruction manual to find out the to disable email protection.

If none of these work, you can go for the next solution which is going to help you in the required field and make the task easy for you.

Trick #5: Professional Solution to Remove Duplicate Emails in Outlook

If any of the above tricks does not work perfectly to eliminate duplicate items in the 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, calendars, tasks, notes, journals, and contacts in Outlook.

It is one of the finest applications to deal with duplicate email in problems. It let users remove duplicate Outlook items from multiple PST/OST/BAK files in batch also. When it comes to removing duplicate emails via email fields, it is the best option to go for. Moreover, it supports both ANSI and UNICODE type PST files.

Steps to Delete Duplicate Emails in Outlook:

  • Step 1: Start Outlook Email Duplicate Remover

  • Step 2: Browse or search Outlook data file

  • Step 3: Set criteria to check duplicacy

  • Step 4: Choose to delete duplicate emails & other items and once the task is done click on the OK button.


Read More Duplicate Related Quries

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 Outlook are covered in the blog. You can try them and get rid of duplicated items problem in Outlook mailbox.

Frequent Asked Questions

Q. Is there any shortcut key to delete duplicate emails from Outlook?

Ans- No, there is a shortcut key in Outlook that deletes duplicate emails.

Q. Does Clean tool clean all the duplicate data items from Outlook

Ans- No, Outlook inbuilt cleanup tool only remove duplicate and junk emails from Outlook.

Q. How do I remove duplicate emails from Outlook automatically?

Ans- In the above blog post we have mentioned the best and effective automated tool that can easily remove duplicate emails from Outlook.