Quick Ways to Stop Receiving Duplicate Emails in Outlook

Receiving duplicate mails is a very common problem in Outlook. Sometimes it is because of the settings, at times because of the technical complexities. This problem is very annoying. You not only receive one duplicate email but multiple duplicate emails many times. This results in a wastage of time. One has to keep deleting the mails to avoid any confusion in the future. Download Now   Download Now

In this blog, I will be discussing the root cause of the problem, ways to deal with it and giving useful tips to deal with the problem:-

1. Putting Rules command in the Outlook
2. Using Multiple Accounts
3. Tools to Clean Up the Mess

Let’s discuss each cause of duplication one by one-

Putting a Rule Command in the Outlook-

Sometimes we set specific commands in the outlook like ‘ Move to folder’. This causes the problem. Once you receive an email the copy of the same directly moves to the folder. hence creating the duplicate. I would explain this problem by taking a very easy example.

In this example there are two rules configured;

• You have to Apply this rule once you receive the message from any XYZ now set the command ‘move to folder’
• Apply it post receiving the message in Outlook in the subject move it to the Outlook folder.

Now suppose that you have received the email the with word ‘Outlook’ in the subject. Thus both the rules will apply to the email and it will move out of the inbox twice which will create the duplication of the email.

If you want to get rid of this problem then you have to give another commend, that is ‘stop processing more rules’ if you will set this rule then while you will receive the email it will be applied to the same. Hence it would stop any kind of duplication.

You also have to keep in mind that the “stop processing more rules” will be effective only on the current emails which have been checked. When the multiple e-mails are received, all the emails will be checked right from the beginning of the first rule again.

Using Multiple accounts-

When the multiple accounts in Outlook are configured, keep in mind that you segregate each account not only the alternate for the same Outlook mailbox.

• If you are using an alternate email id then you will have the same account configured two times and all the emails from the alternate account will be received in the one inbox.in other words, the mailbox will be common for 2 accounts. That would again result in the duplication of the email twice of end number of times.
• Secondly, when you have the other option as well, which is to leave a copy on the server (POP3 account), the same email will be collected in both the email account hence creating the duplication.

To avoid duplication from the alternate email account apart from removing them, you should set a command not to save the email in the alternate account as you have received an email in your main account’s mailbox.

Manual methods of removing the duplicate emails in the Outlook –

Method 1: Simple Steps to Stop the Recovering Duplicate Emails in Outlook:-

• Firstly you have to do the right click on the taskbar and then click “Start Task Manager.”
• Secondly, Click on the “Processes” tab.
• The “Image Name” has to be clicked now. By doing this action, all the processes will be sorted out alphabetically. Only one “Outlook.exe” should be listed. If there is one more account listed then you have the chances of receiving the duplicate emails.
• Now Right-click one of the “Outlook.exe” list provided and then click “End Task.” Hit “Yes” when you see the confirmation dialogue.

Method 2: Steps to Avoid Leaving Copies of Receiving Duplicate Email-

Don’t leave any copies of the Email on the server

• Step 1: Click to Open Outlook.
• Step 2: Then click on “Tools” and select “Email Accounts.”
• Step 3: Click the option “View or Change Existing Email Accounts” and then hit the “Next” button.
• Step 4: Select the desired email account shown in the list and click “Change.”
• Step 5: Lastly, click on the “More Settings” option and select the “Advanced” tab.

Now click again to de-select the tick in the box beside the “Leave a copy of messages on the server” and then click the “OK” button.

Thus I have discussed 2 manual methods to avoid duplication of the mails in Outlook. They have certain drawbacks. At times the virus also attacks which corrupts the outlook to the extent which due to some reasons cause duplication of the email. I have done some research on the tools to rectify this error. At the Arysons technology, we have designed a tool keeping in mind all the aspects of duplication. I will be introducing my tool to avoid duplication in my blog.

We have created the Aryson Outlook Duplicate Remover tool which extinguishes all the duplication of email items like contacts, emails, calendars, tasks, journals, etc. our tools are secured and you can rely on it. It quickly performs the action and runs smoothly. There is no risk of data loss too. Our trial version is also available on our website. You can give it a try and once satisfied with our product you can buy our paid version.

Application of Simple Method on Outlook to Prevent Duplication:-

Follow the process step by step:

• Install and run the Outlook duplicate remover utility and hit the “Add PST” button.
• Scroll to the PST files and choose the desired files. Now click on the “Open” button.
• Then, hit the “Process File” button.
• Keep in mind to shut all the emails of the MS Outlook for smooth execution.
• Choose the duplicate option and date range from the window and click on the “Next” button.
• Now select the comparison option at the box give the action command for the PST file. Then click on the “Next” button.
• Click on the “Run Task” button and wait for the process to complete.
• As soon as the action is completed All the duplicate files will be removed .and the new file will be saved on this location.

Conclusion

Thus, to sum up, we have discussed both manual and professional methods of removing duplicate email in Outlook. Our free trial version is available on the website. Give it a shot. And give your valuable suggestions.

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