When you import items in MS Outlook, and the duplicate detection option is turned off, and this is where Outlook skips the duplicate items. Once the import is completed, you cannot remove duplicate items easily. Focus on the phrase “you cannot remove duplicate items easily.” This means – you can remove the duplicate items, but not easily.
To help you remove duplicate items in Microsoft Outlook, go through this entire post meticulously.
How Duplicate Items May Become Problematic for You?
Microsoft Outlook is counted among the complex applications offered with Microsoft Suite. For ensuring smooth performance, Outlook requires loads of resources. Outlook users commonly encounter duplication of messages and emails from time to time. You will probably be facing the below-mentioned problems for such issues!
- If you use the Instant search option of Outlook to find any particular file or message, Outlook will take more than the desired time as it will have to search for a big list of messages.
- The size of your mailbox may increase especially when you receive messages with attachments. The bigger the size of your mailbox, the least will be the performance.
- The duplicated items will consume more space on the drive that will make the emailing application bulky and also the CPU usage will remain higher.
- By the increasing time, Microsoft Outlook will slow down, and also freeze, hang or not respond! Moreover, it may corrupt the PST file
Reasons That Result in Duplication of Email Messages
The reasons are many, and the possible reasons are listed below.
- Incorrect configuration of rules
If the rules are configured incorrectly, it will create confusion when you receive an email message. This results in duplication of the emails.
- Short intervals in sending and receiving messages
If the inbox updates with low frequency, the emails and other data in the mailbox will not get synchronized and will lead to duplication of data.
- Error in account setup
If the same email account is used in different devices, i.e., laptop and mobile, then it will cause repeated synchronization of the incoming message. This can be one of the reasons for email duplication in the Outlook mailbox.
- Inappropriate settings of the mailbox
While creating an account in Outlook, if the mailbox parameters are set inappropriately, then it is likely to receive same email and any message for multiple times.
- Technical Issues
The technical issue in the mail server is also a reason behind the duplication of Outlook items. Such instances frequently happen if you activate the option of “Leave Messages on the Server”. The inaccurate configuration of Microsoft Outlook gets regulated when two or more “move a copy to” rule is applied to specific incoming emails. This often leads to duplication of emails. Duplication of emails can also be due to the merging of numbers of PST files into a single file.
Whatsoever may be the reason behind creating multiple copies of a single message; it will hamper the productivity of Microsoft Outlook, and therefore, you should remove duplicate items of Outlook!
Is It That Easy to Remove the Duplicate Files from Outlook?
Cleaning the duplicated files from your mailbox is essential. It would be tough for you if you have hundreds to thousands of such items. And, if the count is even bigger, then it would be almost impossible to delete those items manually. So, in short, removing duplicate items manually is not an easy task, and unfortunately, Microsoft does not provide an easy fix for this problem; not even in Outlook 2013.
How to Remove the Duplicate Items On Outlook?
Do you want to eliminate the duplicate emails from your Outlook?
Before you get ready to remove the duplicate items of Microsoft Outlook, you need to find the cause of the problem and then solve the problem. However, if you cannot do anything, then here is the help for you. Below mentioned are five ways to remove duplicate files from Outlook mailbox.
1) Configure the rules correctly
Check whether the Outlook rules are configured correctly or not. If rules are not set appropriately, it will create confusion among different email folders. Configure the rules correctly.
2) Set the inbox updates frequency
You need to increase the inbox update frequency. Start Outlook and then go to Send and Receive. Now select Define Send or Receive Groups. Now set the value within 15-30 minutes.
3) Clean Up inbox
Outlook has numbers of utilities and add-ins, which can help you to clean-up the duplicate emails easily. Perform the below steps to clean up your mailbox:
- Start Outlook.
- Select a mailbox folder.
- Select Home > Cleanup. Now, configure the below options:
- Clean up Conversation will delete and move the duplicate emails that are in the conversation.
- Clean Up Folder will remove the duplicate emails from any particular folder
- Clean Up Folders and Subfolders will clean up the duplicate folders and subfolders
4) Antivirus Application
If you found duplicate files in your mailbox, it could be due to the closing of the server connection and settings of the Antivirus application. If the server connection is not shut down properly, then emails that are not flagged as received will create the duplicates. For resolving this, you need to go through the manual of Antivirus application and disable the email protection. We do not recommend this step as disabling the antivirus can result in severe issues if any virus attacks your PC via an email.
5) Third-Party Outlook kit
You can also opt for a reliable Third-Party Outlook Duplicate Remover tool for permanently removing the Outlook duplicates. The third-party tools are developed in such a way that you do not need to worry about duplicate emails or other duplicate Outlook items anymore.
One such application is Kernel for Outlook Duplicates Remover. The software automatically finds and removes duplicate items from your Outlook. It is the best and proven solution to remove Outlook duplicate items. It provides you many options to find duplicate items; for example, you can specify a date range to find duplicates. A free version of the software is also available that allows you to remove duplicate items. You can also remove ten items from each folder with this free Outlook Duplicates Remover tool.
As you have noticed, there is no manual solution to find and delete duplicate items in Outlook except that you read every email and delete them. To save your valuable time, you can opt for an automated solution like Kernel for Outlook Duplicates Remover.