Free Ways to Remove Duplicate Email Items in MS Outlook

Summary: This blog will explain why you get duplicate items in MS Outlook, such as the same email messages, contacts, tasks, and other items, and why these issues occur. It also includes the top methods to Remove Duplicate Items in MS Outlook PST files. Most importantly, we’ll describe safe and tested Aryson Outlook Duplicate Remover suggestions that help users to remove duplicate emails from Outlook PST files. Download Now   Download Now

Email is an essential part of the business world; with them, all means of work are performed. If we talk about any organization or company, the most used, trusted, and liked email client is Microsoft Outlook. It is all due to its easy interface and highly advanced features.

Even Microsoft Outlook has too many features, but a few problems occur in your PST file due to some problematic situations. One such issue is duplicate emails in Outlook 2021, 2019, 2016, 2013, 2010, and 2007. Well, having duplicates confuses you and can be a waste of time when you read and send emails. However, if you want to access these duplicates, it will increase the mailbox size and take up extra space on the disk and the server.

What Causes Duplication of Email Messages in Outlook?

There can be various reasons to appear duplicate items in MS Outlook:

• It may be due to incorrect settings, technical failures, or user errors.
• When you copy and import contacts, duplicate contacts appear.
• When multiple users or Outlook windows work with the same Outlook items simultaneously, duplicate tasks, appointments, and meetings appear.
• If mobile device synchronization repeatedly attempts with the desktop version of MS Outlook, it can create duplicates.
• If the server synchronization fails due to frequent email sending and receiving can be duplicated.
• Different and Improperly configured Outlook rules that work with incoming and outgoing emails can copy the same messages to other folders.
• Interruptions when downloading messages from POP3 mailboxes.
• Merging multiple PST files into one or copying the same data creates duplicates in MS Outlook.
• Email scanning feature-enabled antivirus software can create copies of messages while editing or sending a message.

So, it is essential to clean the duplicate items from your mailbox. If the amount of duplicate items becomes too much, then it would be almost impossible to delete them manually. Well, there are several reasons that, as a result, create duplication of email messages.

Why Need to Remove Duplicate Items in Outlook?

There are various reasons that lead to the need to remove duplicate items from MS Outlook folders.

• Due to incorrect configuration of rules in MS Outlook.
• The time gap in sending and receiving email messages shows duplicates.
• An Error occurs in the Outlook account setup, creating duplicates.
• The setting of the Outlook mailbox inappropriately is also a reason behind the duplicate emails.

Methods to Remove Duplicate Email Items in MS Outlook

There are different techniques to remove duplicate items in MS Outlook. It includes the manual and professional utility to exclude duplicate emails from MS Outlook folders. So, follow the steps below correctly:

Method 1: Ensure Only One Instance is Running To Manage Duplicate Emails

1. Right-click the taskbar and click Start Task Manager.
2. Click the Processes tab.
3. Click the Image Name column. This sorts all processes alphabetically. You should only have one Outlook.exe listed. If more than one, then you may receive duplicate emails.
4. Right-click on Outlook.exe listings and then click on End Task.
5. Click on Yes in the confirmation dialog.

Method 2: Avoid Leaving Copies of Messages on the Server

1. Open MS Outlook.
2. Click “Tools” and click “Email Accounts.”
3. Click on the “View or Change Existing Email Accounts” and click on the “Next” button.
4. Now select your email account from the list and click “Change.”
5. Click on the “More Settings” button and then click on the “Advanced” tab.
6. Finally, Click to remove the check in the box next to “Leave a copy of messages on the server.”
7. Click on the “OK” button.

Method 3: Make Profiles with Two POP3 Accounts to remove Duplicate Items

1. Open MS Outlook.
2. Open the “Tools” menu.
3. Click “Send/Receive Settings” and “Define Send/Receive Groups.”
4. Double-click the group to display the accounts.
5. Click on one of the two accounts and remove the check from the box next to “Receive mail items.”

Method 4: Use Antivirus Software to Remove Duplicate Emails

You can also use Antivirus software to stop duplicating items in MS Outlook. You can disable the email protection in the settings. Still, we don’t recommend this step because disabling the antivirus can result in severe issues if any virus attacks your PC via email.

Note: In some cases, there are better solutions than these methods, and the user can still face the problem of accessing duplicate items in MS Outlook. We suggest a third-party tool to remove duplicate items from MS Outlook.

Method 5: Remove Duplicate Items in MS Outlook Using Professional Solution

Aryson Outlook Duplicate Remover is a utility to remove all duplicate email items, like contacts, emails, calendars, tasks, journals, etc., from the Outlook PST files. The software is safe and reliable for removing duplicate emails without fear of data loss. This tool’s trial version is also available on the website, so that you can purchase this tool after the trial.

Steps to Remove Duplicate Items in MS Outlook

1. Download, Install and Run Aryson Outlook Duplicate Remover.
2. Click Browse to add the PST file from your system.
3. Select the folders you want to convert and click Next.
4. Choose the Select Comparison Criteria for removing duplicate email items.
5. Click the Convert button to remove duplicate emails from the Outlook PST file.
6. Finally, all the duplicate items are removed from the Outlook PST file.

Conclusion

In this blog, we successfully explained free Ways to Remove Duplicate Items in MS Outlook. Follow the above methods carefully to remove duplicates from MS Outlook. We have suggested both manual techniques and professional Outlook Duplicate Remover tools; it’s up to you which one you choose for better results.

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