Microsoft Outlook is one of the greatest desktop email applications available. For sending and receiving emails, many small and big businesses utilize Outlook as their main email program. It is well-known for its straightforward user interface, high level of security, and sophisticated functionality. However, while dealing with Outlook, various issues arise. Duplicate Outlook emails are another issue that users frequently encounter. It’s a widespread problem that can happen in any Outlook version, including Outlook 2019, 2016, 2013, 2010, and so on.
In this post, we will look at the causes of duplicate emails, how to stop getting them in Outlook, and how to easily erase duplicate emails from Outlook. This post will be useful if you are an Outlook user seeking for a simple approach to remedy this problem.
Why should you get rid of identical emails in Outlook?
Outlook is used by many organisations to increase productivity. However, duplicate emails in a mailbox increase the size of the inbox, affecting Outlook performance. As a result, the user’s productivity suffers as a result of this issue.
Other issues that consumers have encountered as a result of duplicate emails include:
Confusion: Duplicate emails cause a lot of confusion for the user. For instance, if the user reacted to the email.
Emails that are difficult to locate: When you search for an email in Outlook, a list of emails is displayed. This list expands as a result of duplicate emails, making it difficult to discover the correct email.
Increase mailbox size: If you are regularly receiving duplicate emails, this will cause your mailbox to grow in size. As a result, you may experience additional difficulties.
Take up more space: As the quantity of duplicate emails grows, your mailbox will consume more hard drive space. Your CPU will be used more as it takes up more space.
The causes of duplicate emails in Outlook
Duplicate emails in MS Outlook can occur for a variety of reasons. Some of them are as follows:
Rules are not correctly configured: If the rules in Outlook are not properly configured, it can cause confusion when you receive emails. This results in email duplication.
Synchronization problem: A synchronisation problem might occur if your internet connection is sluggish or inconsistent. As a consequence, you may receive a number of emails.
Short Send/Receive Intervals: When the frequency between sending and receiving data is set too low, email duplication might occur.
Incorrect mailbox settings: If you incorrectly configure mailbox parameters while creating an account in Outlook, you may get the same email message several times.
Numerous account creation: If you use the same email account on multiple devices, you may get duplicate emails.
How can I stop Outlook from sending duplicate emails?
First, you must identify the root source of the problem. Follow the steps below to stop receiving duplicate emails.
Step 1: Correctly configure Outlook rules.
Examine Outlook rules to ensure they are properly configured. If they are not, they will cause confusion between distinct email folders.
Step 2: Configure the frequency with which the Inbox is updated.
- Start Microsoft Outlook.
- Navigate to the Send/Receive tab.
- Select Send/Receive Groups and then the option to Define Send/Receive Groups.
- Schedule an automated send/receive every value to 15 to 30 minutes using the Send/Receive Groups wizard.
- Click the Close button.
How can I get rid of duplicate emails in Outlook?
You may utilise the Clean Up function and the Import/Export option in Outlook to delete duplicate emails. Clean Up can help you remove duplicate emails from conversations and folders. A third-party PST Duplicate Remover programme can also be used.
Method 1: Use Cleanup to remove duplicate emails from Outlook
- Start Microsoft Outlook.
- Choose the folder containing the duplicate emails.
- Select the Clean Up option from the Home menu, followed by the Clean Up Folder option.
- A notice will appear in the popup window, stating that any superfluous messages in the current folder will be transferred to the “Deleted Items” folder if you click the Clean Up Folder button.
- Purge the Deleted Items folder by right-clicking it.
Method 2: Using the Import/Export feature in Outlook, delete duplicate emails.
In this procedure, we will first generate a backup PST file, and then import the PST file.
Step 1: Make a backup of your Outlook emails.
- Navigate to the File tab in Outlook.
- Choose Open & Export and then Import/Export.
- Select Export to a file from the Import and Export Wizard and press the Next button.
- Choose Outlook Data File (.pst) from the Export to a File page and press the Next button.
- Select an Email account from the Export Outlook Data File panel, check the Include subfolders boxes, and then click the Next button.
- Set a destination path by clicking the Browse button and selecting the Replace duplicates with items exported option.
- Add a Password (Optional) and then press the Finish button.
Step 2: Open the PST file
- Navigate to the File tab in Outlook.
- Choose Open & Export and then Import/Export.
- Choose Import from another application or file from the Import and Export Wizard and press the Next button.
- Choose Outlook Data File (.pst) from the Import to a File page and press the Next button.
- Click the Browse button in the Import Outlook Data File box to choose a PST file and select the Do not import duplicates option.
- Choose the directories you wish to import and select the Include subfolders box.
- Check the Import items into the same folder box and then click the Finish button.
Method 3: Use PST Duplicate Remover to remove duplicate emails from Outlook.
Softaken Outlook PST Duplicate Remover will be used in this case. You may rapidly delete duplicate objects from Outlook PST with this programme. To finish this task, adhere to the directions listed below.
- Install the software on your own PC.
- Now is the time to add Outlook files to the programme panel (OST or PST). There are two ways to upload files:
Folder – Select Folder mode and enter a folder containing several PST/OST files.
Single/multiple files – Use this option to add PST/OST files one at a time. - By choosing the Browse option, you can now pick PST/OST files from your local system to import into the software wizard.
- You will be able to delete duplicates after uploading the files by examining the total number of files uploaded.
- Emails, notes, contacts, diaries, calendars, and tasks are examples of objects that may be copy. Make a list of the items you want.
- There are two methods for deleting Outlook duplicates:
Removes duplicate entries from all Outlook data file folders
Duplicates from within the folder are remove – It eliminates duplicates from within each folder. - Choose Browse to store the files generated by eliminating duplicate entries to a place on your system.
- When you click the Remove Duplicate Emails button, the process of eliminating PST file duplication begins.
Note: If you use the Softaken PST Duplicate Remover demo, you will be able to identify duplicate objects but not export them. After removing the duplicates, upgrade to the licenced edition to export the files.
Softaken PST Duplicate Remover key features
- Remove all duplicates from your Outlook data, such as emails, contacts, calendars, notes, and journals.
- Delete all duplicates from all or a specified folder in a flash.
- To restore duplicate data, you do not need to install Outlook.
- Duplicate OST files are simple to delete.
- Large Outlook PST files may be readily handle.
- The number of PST files that have be upload for duplication removal is show.
- Keep the PST folder and subfolder structure.
- Email properties and layout will remain unchanged.
- When duplicate objects are fixed, attachments are entirely retain.
- Processing of an infinite number of PST files to remove any duplication
- The generated PST file should be saved to a user-specify destination location.
- Demo version to test the tool’s performance and speed.
- Users can get in touch with the online support service. Seven days a week, 24 hours a day.
- Outlook PST files from 2019, 2016, 2013, 2010, 2007, and older years are accepte.
- Use the application for Windows systems to eliminate PST duplicates.
Conclusion
In remove duplicate emails from Outlook are a typical issue. This problem may cause users to become confused and reduce their productivity. If you are experiencing duplicate email issues, you may use the methods listed above to delete duplicate emails in Outlook. I hope you found this post useful.