How to Remove Duplicate Emails from Microsoft Outlook

Emails play a dynamic role in the life of people all over the world. Today almost all the business users use MS Outlook as its email application for running an effective business. Emails are considered as the most basic mode of sharing data information.

Every day we have to deal with hundreds of communications through our outlook mailbox. But at times many users also face an issue relating to duplicate emails in the mailbox as many of their emails stuck in different folders.

From the business point of view, this duplicity is very disgusting. This duplicate Emails not only decrease in performance of MS Outlook but also reduce the storage limitation of Outlook, etc. After reading this article you will be able to understand how to remove duplicate emails from Microsoft Outlook. But before we start let's discuss and understand the causes behind it and how to remove duplicate emails from Outlook PST file.

What are duplicate files?

A duplicate file may be anything, like an email message, note, calendar, contact, task, or maybe an attachment which occupies the equal amount of storage space like original email and create duplication. Some duplicate emails are also generated by the ads, press release or newsletters. Such files which are saved in the inbox or archive folders of an Outlook mail inbox are called duplicate data files.

The common cause for Duplicate Emails in Outlook:

Receiving Similar Emails: You may get frequent duplicate emails either from your co-friend, relatives, employees, or client. Sometimes, advertising companies or associations, again and again, to gain your attention for their scheme.

Incorrect Synchronization: Another reason for duplicate mail is an interrupted or wrong dealing with a laptop/mobile device. For instance: if you read some emails on your computer system and others on your Smartphone, then the location of emails shifts to a different folder on every device which is also a big reason for creating duplicate Emails.

Mail Server glitches: Sometimes, duplicate Outlook emails get formed because of the Mail server glitches. Sometimes wrongly organized MS Outlook rule also result in duplicate emails, when you send two or more "move a copy to" rules used in particular receiving an email in Outlook.

PST Merge and Improper Mailbox Settings: Whenever you try to combine various Outlook PST files into a single file then it may lead to an email duplication. If the mailbox setting is not correct for creating an Outlook account, then you may get related emails and other items for a number of times.

Antivirus Software also creates Duplicate Emails: During installation of your antivirus software, you may also generate duplicate emails. While you tend to use your "Send/Receive" button.

Techniques for Removing Duplicates Mail

1: Configure Rules Correctly: Check the guidelines given by Outlook to ensure that they are not designed incorrectly as this may produce confusion among various email folders

2: Set Inbox Update Frequency: Increase Inbox update frequency by following the given procedure:

1. Open Outlook and click on Send or Receive button

2. Next, select Define Send or Receive Groups

3. Set 'Plan for an automatic send/receive file of data between 15 and 30 minutes

3: Run Inbox Clean Up: MS Outlook integrates several utilities and add-ins that help in removing duplicate emails in MS Outlook efficiently. One such implicit utility is Clean up that can be executed physically from inside the application. To run Clean Up for removing duplicated inbox email messages, follow the steps below:

1. Open MS Outlook 2016

2. Choose the Inbox folder that holds duplicated emails

3. Go to Home file menu and Press on the Clean Up option existing on the ribbon. Next, select any of the options as per your requirement for the occurrence of duplicate items:

• Select Clean up Dialog from the drop-down options that appear. This will erase and move copy email messages existing in the discussion to Deleted item folder
• Clearing up the Folder option will help you in delete duplicate email messages from a particular folder
• Clean Up Folder and Sub-folders will clean up folders as well as sub-folders
• Next, right-click the Deleted Items from the folder and select the Blank folder option to delete the duplicate email messages permanently.

4.Anti- Virus Application: Anti-Virus application is one thing that is believed to be another best feature for shutting down Server association and if the connection is not shut down properly or the email message is not shown as received. Due to this properties, the user will be able to see duplicates in their mailbox. To resolve this issue, go through the anti-virus instruction manual to check the procedure to disable email protection.

5.Professional Outlook Toolkit: SysInfo Outlook Duplicate Remover is a perfect solution to remove any kind of Outlook duplicates files. However, it not only removes the duplicate email files but also helps in removing junk files and makes Outlook more productive. The toolkit is said to be a complete package that helps in resolving various Outlook mailbox problems.

Summary: This particular blog summarizes information regarding one of the very commonly encountered Duplicate Emails in Outlook. It also describes the best fixes to resolve this issue along with the reasons that cause this. Other than this you will also come to know about the best alternative solution to recover your data objects.

Purushottam Shrivastava is a serious writer who writes on various domains of technology, food, fashion, agriculture, garden &farming,Real estate, home decor and lots more.He holds a deep knowledge about subjects.