Remove Duplicate Emails in Microsoft Outlook: Simple & Free Approach

What is Duplicate Emails in Outlook?

In Outlook when similar PST Data items such as emails, contacts, calendar, etc. appear multiple times in different Outlook folders then they may create duplicate emails in Outlook. So the email containing the similar information are particularly known as duplicate Outlook email.

How Duplicate Emails Occur in Outlook?

• Sometimes our co-workers or friends may send an email/appointment/invitation multiple times due to their plenty of awareness. This often happens while sending important information and the sender of the message don’t want you to miss that information in any manner. So when the recipient receives multiple emails with same information, then it appears as a duplicate email in recipient’s Outlook mailbox.
• If the option Leave Messages on the Server under Account Settings is checked then it may create redundant data in Outlook.
• If you’re using the same account configuration in Outlook with other devices/applications then it may also create duplicacy among Outlook emails.

• Why Is it Necessary to Delete the Duplicates from Outlook?

  • As described above that how do duplicates occur in Outlook. So if you want to remove those duplicates, then firstly you should know the reasons behind this. I’ve tried to find the possible cause that are affecting the duplicate email in MS Outlook. Some of them are as follows.
  • As being an excellent Outlook user you would already know that the duplicate data in Outlook may increase the chances of mismatching of elements in Outlook folder. And due to this it may create a lot more confusion to manage the PST file. In this case, one must go for removing the redundant data.
  • Due to lot of duplicate Outlook emails, the size of your PST files may increase day by day. Which may later corrupt your PST file, if the requires action has not been taken on time.
  • Sometimes when the level of redundancy in your Outlook email increased, then Outlook starts to slow down which results as a decreased performance in Outlook. So to get your Outlook performance back, removing the duplicate data will emerge as helpful solution for you.

  • Methodology: Eliminate Duplicate Outlook Email using Import/Export

    • Launch Outlook email client and click on Open & Export.
    • Now click Import/Export>> then Import form another program or file>> then click on Next.
    • Select the file type: Outlook Data File (.pst)>> click on Next.
    • Now browse the file to import and choose the option Do not import duplicates.
    • Click on Next and choose the folder to import from.
    • Check the option Import the item into the same folder in.
    • Just below the above option, choose the required account name and to complete the procedure, click on Finish.

    • Disclaimer: If the above solution doesn’t resolve your problem, then you can also use the Clean Up Tool to manage all the de-managed Outlook emails.

    • Problems: While Removing Duplicates using Import/Export

      • In case if you’ve thousands of emails in multiple Outlook folders and each of these folders have some duplicated PST data items. So to detect all the duplicated items and deleting them particularly from each Outlook folders may be difficult to you when using manual solution. So to adopt the easiest way to remove Outlook duplicate email, user need to move towards third party utility on the basis my personal experience.
      • Another problem you may face apart from the above is when you use Clean Up Tools. In this case, you may get an error that says: No messages were cleaned up. Only messages that satisfy your clean up settings will be moved to the trash folder. So to get out of this problem, third party tool can be utilized as a useful alternative.

      • Beneficial Features of Outlook Duplicate Email Remover

        • Remove all kind of redundancy from PST file emails.
        • Before removing duplicate OL email, the application scans the possible damage from those OL email.
        • Remove duplicates form all PST data items: emails, calendar, contacts, notes, journals and tasks.
        • Provide two way of deleting duplicacy by which you could either remove duplicates from Within Folders or Across Folder.
        • Provide reliability, usability and flexibility of using the software. And to get familiar with the tool, allow you to download its demo version for free of cost.

As author of MS Outlook Tools, Peter has experience more than 21 years in IT industry and he is now working with an expert data recovery firm. He has quality expertise in Microsoft Outlook & love to solve users query by providing excellent solutions.