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How to Remove Duplicate Items in Outlook 2019, 2016, 2013? Efficiently

Published By Ashwani Tiwari
Tej Pratap Shukla
Approved By Tej Pratap Shukla
Published On June 29th, 2024
Reading Time 6 Minutes Reading

Remove Duplicate Emails in Outlook

Duplicate attachments items are synonymous with the consumption of unnecessary space and raising difficulties while managing the mailbox. If you’re searching for methods to remove duplicate items in Outlook 2019, 2016, 2013, 2010, 2007, 2003. Read this technical write-up to clean up redundant items from MS Outlook easily.

Moreover, there are several challenges incorporated with duplicate data items as it bring chances of error. Further, it certainly slows down the performance of MS Outlook. This article will discover different approaches to deleting duplicate attachments data items from Outlook email clients. Go through this entire blog carefully to help you eliminate duplicate items in Outlook 2016, 2019, and all prior versions.

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But before starting the blog let’s see the real-life problem faced by the user

Why Do You Need to Remove Duplicate Items?

Microsoft Outlook is one of the most complex and advanced applications created by the Microsoft Suite. Outlook is feature rich and hence requires a lot of resources to run smoothly. It has been noticed that users often encounter duplicate elements when importing them. Here are some problems that arise due to duplicate elements;

  • These files cause confusion as users cannot check whether an email has been responded to or not. If a user responds to the same email multiple times, it causes confusion within the team and can create problems in coordinating day-to-day activities.
  • These duplicate files consume space and hence increase the data size of Outlook. As a result, users cannot use the application because it runs slower. This also affects the productivity of the company as it takes more time to go through all the emails and respond to them.
  • If a user configures Outlook with any exchanger server, duplicate items also increase the size of the Exchanger server. If you want to back up these items, it will take longer and the user will have to pay more for additional external cloud storage space.

What Causes Duplication Items in Outlook?

There can be various reasons to appear duplicate items in MS Outlook:

  • Organizational Efficiency: Duplicate items clutter your inbox, making it difficult to find important information. This leads to confusion and loss of time studying unnecessary elements.
  • Data Integrity: Duplicate elements can lead to data inconsistency, especially in an enterprise environment. This may result in discrepancies in contact information, meeting schedules, or email correspondence.
  • Backup Size: Duplicate items increase the size of backups and email files, resulting in higher storage costs and slower data recovery.
  • Privacy and Data Security: Duplicate elements increase the risk of accidentally sharing sensitive information with the wrong contacts, which can have important privacy and security implications.

Manual Tricks to Remove Duplicate Items in Outlook 2019, 2016, 2013

There are many approaches available that the user can try to delete duplicate email items. In order to know about the same, continue reading the blog.

#1: To Manage Duplicate Emails, Make Sure Only One Copy is Running

  1. To launch Task Manager, right-click on the taskbar.
  2. Select the Processes tab.
  3. In the Image Name column, click. All processes are now arranged in alphabetical order. Only Outlook.exe should appear. If there are several, you may receive multiple emails.
  4. To end the task, right-click the Outlook.exe list and select End Task.
  5. In the confirmation dialog, select Yes.

#2: Don’t Store Copies of Messages on the Server

  1. Launch Microsoft Outlook.
  2. After selecting Tools, select Email Accounts.
  3. Select the View or Change your current email account and then Press the “Next” button.
  4. Once you’ve selected your email account from the list, click Change.
  5. After clicking the “Advanced Settings” button, select the “Advanced” tab.
  6. Now, check the box next to “Leave a copy of the message on the server” to delete it.
  7. Click the OK button.

#3: Create Two POP3 Account Profiles to Remove Duplicate Items

  1. Launch Microsoft Outlook.
  2. Open the Tools menu.
  3. Select Define Send/Receive Groups and Send/Receive Settings.
  4. To view an account, double-click the group.
  5. Now, choosing one of the two accounts, uncheck the box next to “Receive email items.

#4: Use Antivirus Software

Antivirus software is another tool that can be used to prevent duplication in MS Outlook. Email protection can be turned off in Settings. However, if a virus has infected your computer through email, disabling your antivirus program may cause serious problems, so we do not recommend this method.

Why Should Users Always Avoid Manual Methods?

  • This takes a lot of valuable time and is a very complex process.
  • Users must have significant technical experience to manage this process.
  • It is difficult to determine the exact number of duplicate data items.

Trick #5: Professional Solution to Remove Duplicate Items in Outlook 2019, 2016

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 Items Remover Tool is one such application that can help you in removing duplicate emails, calendars, tasks, notes, journals, and contacts in Outlook 2019, 2016, 2013, 2010, 2007, 2003.

Download Now Purchase Now

It is one of the finest applications to deal with duplicate email, attachment and contacts in problems. It let users remove or eliminate 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.

5 Quick Steps to Delete Duplicate Items in Outlook 2019, 2016


  1. Download the Outlook Duplicate Remover Tool.
  2. Browse or search Outlook data file.
  3. Set criteria to check duplicacy.
  4. Choose to delete duplicate items.
  5. Once the task is done click on the OK button.

Time to Wrap Up

Duplicating items in mailbox can be annoying sometimes or start creating issues. Therefore, multiple tips and tricks to remove duplicate items in Outlook are covered in the blog. You can try them and get rid of duplicated items problem in Outlook mailbox.

Frequently 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 or removes duplicate emails.

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

Ans– No, Outlook inbuilt cleanup tool only removes duplicate and junk emails items 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.


By Ashwani Tiwari

I am an Expert Technical Analyst, specialized in assisting users with complex technological challenges. Through my blogs and articles, I offer expert guidance to help tackle these technical issues effectively. My true passion lies in providing valuable insights and simplifying complicated technicalities, enhancing user understanding and confidence.