When users experience duplicate data items in their mailbox, it becomes tough for them to manage them and to work with duplicates. This is the reason we are here in this post to help you to remove duplicate items in Outlook. Duplicate items create many troublesome situations for users like mailbox corruption, performance degrades, etc. To overcome all such problems, you have to remove duplicate data items to maintain continuity of work. But prior to this, it is necessary to know the root causes for duplicate emails.
Email communication is a very famous way to communicate with each other and clients among business users. These days, big and small both organizations share details and communicate using emails. Thus, proper management of emails and other items is a must for users. In the case of duplicates in Outlook, the mailbox becomes the hardest task for users to get rid of them.
Do you Ever Find Duplication in Your Outlook Mailbox?
If you don’t pay attention to a few duplicates in Outlook then one day they become too much and you will have to encounter lots of issues with them. Then, only a professional solution will help you to eliminate duplicate copies of items.
Prime Reasons Why Users Are Receiving Duplicates in Outlook
Some Root Causes Behind Duplicate of Data Items Are:
- This occurs due to incorrect configuration of rules
- When the time limit of sending/receiving emails is set for a short period, this may create an email duplication problem.
- During the creation of an account, improper mailbox setup can be the reason for duplication.
- Configuration of the same account multiple times in several devices can also cause duplication problems.
- Due to anti-virus installed on your system, sending/receiving of emails process can be interrupted and this leads to duplication.
What Problems Users May Face When They Receive Duplicate Emails in Outlook?
You will probably face these complications when you receive duplicate data items in Outlook.
- Duplicate emails are the reason for confusion, users won’t be able to confirm about the email whether they have replied to it or not. Replying to the same email again can create a lot of confusion among team members and clients.
- Duplicate email items increase the size of the mailbox and due to this Outlook failed to function properly. Its slow working affects the business productivity.
- Due to unnecessary mailbox size growth, users may lose their emails or even the Outlook PST file can become inaccessible.
Solutions to Check for Removing Duplicate Data Items in Outlook
There are lots of solutions you can check to get rid of duplicate items.
Method 1. Check Outlook Account Settings
There are high chances that while configuring Outlook files, it can be mistakenly done many times. This adds various accounts in Outlook when you synchronize the same PST file. This results in duplication. You can remove with by checking the account settings of MS Outlook.
- Open the Outlook program on your system
- Go to the File menu, click on Info & then choose Account Settings
- With this, the Account Settings window will open.
- Tap on the Email tab and look for the configured account name. If you find it multiple times, then first remove it.
- To remove the account, select the mail account and hit the Remove button.
- Finally, press the Close button for closing duplicate mail account from Outlook.
Method 2. Remove Complete Duplicates with Import/Export
Using the Import/Export option of Outlook, you can avoid duplicate data items from entering in Outlook.
- Launch the Outlook program
- Go to the File tab
- Then, go to Open & Export, and after this, on Import/Export option
- This will show the Import and Export window
- Select Import from another application or file and then tap to Next button.
- Now, choose the .pst file format in Import a file window. Then, press Next.
- Choose PST and hit Next.
- Browse data file to import and choose ‘not to import duplicates. Then, press the Next button.
- By the end, hit the Finish button.
By this method, when you import any PST file and choose this option to remove duplicates, they won’t get duplicates in the MS Outlook application.
Method 3. Clean Up Tool of MS Outlook
Clean Up Tool is inbuilt in Outlook that helps in removing duplicate items. Here is the stepwise procedure:
- Open the Outlook application.
- Go to Cleanup Tool and expand the options.
- Here, you will find three options: clean up folders, clean up a conversation, & clean up folders & subfolders.
- From these options, choose the ‘Clean up folders and subfolders’ option. Then, click Yes.
- Now, go to the Settings option to set the location of delete folder items manually
- Open the Settings option and you will find a new window appears.
- Use the Browse option to enter the location of the Outlook PST file.
- This will open the ‘New folder’ window.
- Choose Deleted Items and click OK.
- Finally, click on the ‘Clean Up Folder’ option to eliminate duplicate items from the mailbox of Outlook.
Method 4. Disable Anti-Virus Application
As we earlier discussed the anti-virus program installed on your system interrupts send/receive operation of Outlook. This will also download the same email messages. So, you can check and disable email protection. Once it is disabled, let the send/receive cycle complete.
Method 5. Using Third-Party Software
If none of the above solutions work for you, you can choose automated PST Duplicate Remover Software. This is one such smart program that eliminates all duplicate email messages, contacts, notes, calendars, tasks, journals, etc. from Outlook. This lets users remove duplicates from PST and OST files without using MS Outlook. Additionally, this program works with both ANSI and Unicode PST files. By adding multiple PST files at once, one can remove all duplicate data items from it without affecting original data items.
Conclusion
Receiving Removed duplicate items in Outlook is a serious issue for users. This badly affects the productivity of the business. It also affects the workflow and management of emails. Thus, removing these duplicates is important and for this, different ways are introduced for removing duplicates. You can simply opt for any specific method as per your choice. If you have any issues, we provide you with technical support 24/7/365.