Tech Peak » How to Remove Duplicate Email Messages in Outlook Account?

How to Remove Duplicate Email Messages in Outlook Account?

by Elle Stephen

Looking for a solution to remove duplicate email messages in Outlook account? Then you’ll be browsing this blog by then. This article will show you the most reliable way to delete duplicate messages in Microsoft Outlook.

Email is important in any organization because most of the communication will happen through it. When it comes to email program, Microsoft Outlook is the first choice. Basically, Outlook has many powerful features to manage your email efficiently. However, like mailboxes, Outlook users face recurring emails problems.

The number of e-mails in our inbox is increasing day by day. Also, when duplication occurs, managing email messages becomes difficult. It also influences user work in different ways. For example, storage issues, slow Outlook performance, etc. Therefore, dealing with duplicate emails is very important. So, in the next section, we will discuss how to remove duplicate emails from Outlook.

Why Should You Remove Duplicate Email Messages in Outlook?

Duplicate entries can cause problems in Outlook, for example:

  • As more and more items are added to Outlook, it increases the size of the PST, and if the Outlook PST size exceeds the limit, the PST file is corrupted.
  • When searching for a specific item, Outlook searches all the files, and the search may take longer due to the large file size.
  • Outlook freezes or crashes when sending and receiving emails

What to Do When Duplicate Emails Appear in Outlook 2016, 2013, 2010

Here are some of the challenges you may face with too many or too many emails in Outlook:

  • It affects the overall performance and productivity of the Outlook application, so some emails must be deleted in Outlook.
  • Increased mailbox size, which can cause file corruption and Outlook freezing problems.
  • Because business customers must manage many emails and respond to each message, they can end up with duplicate emails. This means that business users are responding and responding to the same message over and over.
  • Before you go to “How to delete duplicate emails in Outlook?” In education, it is important to understand the truth. After finding the cause, you can use the solution to delete more emails.

How to Fix Duplicate Emails in Outlook 2016/2013/2010/2007

Following are some of the reasons that might cause duplicate emails in Outlook:

  1. The Rules are Wrong

Creating incorrect rules in Outlook is the most common reason for copying files in your Outlook mailbox.

  1. Short Term / Reception

If the frequency of sending and receiving information is set to a short time, say less than 5 minutes, you will face problems with printing of e-mail. This problem occurs because when Outlook makes the first request to send/receive email to the mail server, the next send/receive process starts before the previous one is completed.

  1. Create Multiple Accounts

Configuring the same email account on multiple platforms will result in duplicate synchronization of incoming data. So, you can get a copy of the email in Outlook.

  1. Incorrect Email Configuration

Because of the incorrect mailing address, you may receive the same email, contact list, or contact multiple times when you create a user account.

  1. Use third party Vaccines

If an antivirus is installed on the same computer where Outlook is running, it can block the sending/receiving of Outlook requests. Therefore, when Outlook sends and receives messages, it thinks it is communicating with the email server. However, the email client is communicating with the antivirus. This means that the anti-virus is responsible for breaking the connection with the sender.

Mail is not marked as received if the connection is not properly closed. This allows the received message to be retrieved in the next send/receive.

Steps to Remove Duplicate Email Messages in Outlook 2019,  2016, 2013, 2010, 2007

To delete duplicate messages from Outlook mailboxes, follow the steps below:

Step 1: Set the Correct Settings

Check your Outlook policies to make sure they are not set incorrectly, as this can affect different email messages.

Step 2: Set the Mailbox Update Frequency

To increase the frequency of text updates, follow these steps:

  • Open Outlook and click Send or Receive
  • Then select the group to send or receive
  • Set Auto Registration Send/Receive Time to between 15 and 30 minutes.

Step 3: Run Inbox Cleanup

Microsoft Outlook comes with many tools and add-ons that help you remove emails from Outlook. Clean Up is one of the built-in tools that help you clear out duplicate inboxes. Electricity can be used as follows:

  • Open MS Outlook 2016
  • Select the inbox folder that contains the duplicate emails
  • Click Cleanup in the main menu. Then select the option based on the occurrence of duplicates:
  1. Delete Conversation: Delete the corresponding email in the conversation and move it to the trash
  2. Folder Cleanup: Use this option to delete duplicate emails from a specific folder.
  3. Clean Folders and Subfolders: This cleans folders and subfolders.
  4. Then right click on the Deleted Items folder and select the Empty Folder option to delete the emails permanently.

Step 4: Disable Antivirus Integration With Outlook

As mentioned above, anti-virus software integrated into Outlook can interfere with sending/receiving requests. This will cause the same message to be downloaded.

To solve this problem, read the antivirus user manual and check the methods of email protection. After closing the email protection, wait for the send/receive time to finish. Next, make sure you’re not getting duplicate messages and check that your antivirus program is working as expected.

To delete all emails or copies, read this guide

Step 5: Use Professional Tool – Remove Duplicate Email Messages in Outlook

SysTools Outlook Duplicates Remover Tool is a solution to remove duplicate emails in Outlook. It not only deletes the same messages, but also deletes unnecessary files, making Outlook better. Your data will not be harmed because the tool is designed with smart and effective strategies to identify duplicate emails and delete them effectively.

This tool provides an auto-detection option to automatically extract all deleted data into the GUI. You can try this demo version of Outlook Eraser to test its functionality and purchase it later. This software is designed with every user’s needs in mind. Find and remove duplicate emails in Outlook by comparing specific features. For example: Subject, Recipient, CC, Sender, etc. Also, users can remove duplicates of multiple PST files by adding options. Can be considered as a solution for any application need. Also, this tool gives you the option to remove attachments from Outlook messages.

Working Steps to Remove Duplicate Email Messages in Outlook 2021, 2019, 2016, 2013

  • Download and Software the Application on your local computer

Download Outlook Duplicates Remover Tool

  • Upload PST data file by clicking “Add File /Add Folder”

Add Files

  • There are two ways to remove duplicates: in folders or between folders

Within folder

  • Click the “Change” button to choose a location to save the created Outlook PST file

Click the Change button

  • Choose check box files such as email, contacts, calendar, contacts, tasks, and notes to delete duplicates

Check data items

  • Now select Specify Duplicate Criteria to specify the attributes or fields that should be removed from the duplicates

Select data itams

The following message will appear upon completion. You have completed the task of deleting duplicate emails from Outlook.

Time to Wrap Up

Removing Microsoft Outlook emails is a common problem that can occur in any version of Outlook. This affects the functionality, productivity and functionality of the email application. That is why it is important to remove duplicate email Messages in Outlook.

Although manual workarounds are available, using these solutions to fix multiple email deletions in Outlook can be time-consuming. Also, the integrity and importance of email is always at risk. However, in Outlook 2021, 2019, 2016 and other versions, you can quickly remove duplicate emails using a reliable Outlook removal tool such as automatic Toolkit for Remover.

Read Blogs: Move Duplicate Outlook Items to Deleted Items Folder

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