Are you having duplicate email messages in Outlook 2019 / 2016 or any other version? If yes, then you have reached the right place. This blog will let you know how to remove duplicate emails from Outlook 2019 / 2016 and below version. In addition to this, what are all the possible causes of duplicates in Microsoft Outlook.
In every organization, emails are really important as most of the communication is done via them only. This is the reason Microsoft Outlook is among the top choices of users when it comes to an email client. It is so much popular because of the advance features to manage emails efficiently. But, like any other mailbox, Outlook users also suffer from duplicate emails issue.
On a daily basis, the number of emails are increasing in our mailboxes. Above this, if there are some duplicates also, the management of email message become a tedious task. Apart from this, it hampers the workflow of users in multiple ways. For example, storage space issue, slow down Outlook performance, etc.
All such reasons make users think twice about how to deal with these duplicates in Outlook. Thus, to make this task easier, multiple ways to remove duplicate emails from Outlook 2019 / 2016 / 2013 and below versions are covered here.
What Are the Possible Causes of Duplicates in Outlook?
Before jumping to the solution to find and remove duplicate email messages in Outlook, have a look at the reasons behind the duplicates.
Mistakes in Outlook Rules: It might be possible that incorrect rules are configured. This might result data duplication in Outlook mailbox.
Short Send/Receive Intervals: If the frequency of Inbox updates is set short, the emails, mailbox components will not get synchronized properly. This might also results in data duplication.
Incorrect Account Settings: If you have configured the same email account multiple-times, then the incoming data will get synchronized again and again. It can also leads to duplicate emails messages in Outlook mailbox.
Improper Mailbox Setup: It can also be possible that you have incorrectly set your mailbox while creating an account. Therefore, you might be receiving the same email message, calendar and contacts again and again.
Due to Antivirus: In some cases even an anti-virus installed on the system can intercept the Send/Receive process of Outlook.
How to Remove Duplicate Emails From Outlook 2019 / 2016 / 2013 / 2010 ?
There are multiple ways to delete duplicate email messages from Outlook. You can choose between them as per your cause of duplicates:
Method 1: Check Account Settings to Remove Duplicate Email Messages in Outlook
There might be possibility that while configuring PST file with Outlook, you have done it more than one time. In such case multiple accounts are added to Outlook with same PST file, which results in duplicates. Thus, verify this, follow the steps mentioned below:
Open MS Outlook and move to File → Info → AccountSettings
2. An AccountSettings window will open in front of you
3. Go to E-mail tab and look for the account name that you have configured Outlook. If it appears more than once, simply remove it
4. To do this, move cursor to the E-mail account and click on the Remove button from the top
5. After following click on the Close button
Method 2: Remove Duplicate Emails Via Import/ Export
With the help of Import/Export feature, you can also remove duplicate email messages in Outlook. Follow the steps mentioned below:
Open Microsoft Outlook and navigate to File → Open & Export → Import/Export option
2. In Import and Export Wizard window, choose Import from another Program or file option and click on the Next button
3. Now, choose Outlook Data File (.pst) on Import a file window and click on the Next button
4. On Import Outlook Data File window, simply Browse the .pst file and check Do not import duplicates option → Next button
5. At last, choose Outlook Data File to export complete data and then on Finish button.
Method 3: Try Clean Up Tool of Outlook to Remove Duplicates
Microsoft Outlook has one Clean Up Tool that let you remove duplicate emails from Outlook PST file/folder. To use it in a proper way, follow the steps mentioned below:
First of all, open MS Outlook application
Then, click on the Clean Up tool from the ribbon bar and
expand all the options.
As you expand it, three options will be displayed i.e., Clean Up
Conversation, Clean Up Folders, Clean Up Folders &
Here, you have to choose Clean Up Folders & Sub folders
Now, a Clean Up Folder dialog box will pop up, asking you
whether to proceed with clean up or cancel? Simply, click on
the Clean Up Folder option
After that, click on the Settings option to enter
folder location manually
As you click on the Settings, an Outlook Options
window will open. Click on the Browse button add PST file
Now, Select Folder pop up will appear in front of you. ChooseDeleted Items
→ OK button
Finally, click on the Clean Up Folder option to remove
duplicate emails from Outlook.
Flaws of Deleting Duplicates Emails in Outlook Manually
All the above discussed manual solutions are useful only when there is a small size PST file containing only hundreds of emails. But, if you have large number of emails in Outlook, you might face following limitation while using manuals.
Unable to identify the exact number of duplicates in Outlook mailbox. So, locating and removing duplicate emails from Outlook via manual solution will not be an option.
Clean Up tool starts generating error messages like “No messages were cleaned up. Only messages that satisfy your clean up settings will be moved to the trash folder.” during the duplicate removal process.
Remove Duplicate Emails from Outlook Professionally
If a user is looking for a simple solution or wants to avoid the manual solution limitations, go for the professional solution. SysTools Outlook Duplicate Remover is one such application that can help you remove duplicate email messages in Outlook. The software is designed by keeping all requirements of users in mind. One can find and remove duplicate email messages in Outlook by matching particular attributes. For example, subject, to, cc, from, etc. In addition, a user can also delete duplicates from multiple PST files in bulk via Add Folder option. It can be treated as one-stop solution to fulfill all basic requirements of users.
Time to Wrap Up
Handling duplicates is one of the difficult task faced by the users. Thus, to make this task easier for the users, multiple ways to remove duplicate emails from Outlook 2019 / 2016 / 2013 /2010 are discussed above. This blog will cover all manual and professional solution for the user. A user can pick between them as per his or her requirement.
About The Author
Our content media team consists of geeks and techno researchers, who are dedicated & committed to deliver the best industry knowledge and updates. Stay tuned to our updates and know many - WHAT ? HOW ? WHY ? WHEN ? etc.