Microsoft Outlook is a great tool for managing email, tasks, and calendars. However, if you have a lot of items in your mailbox, it can be difficult to keep track of new and eliminate Outlook duplicate items.
Also, when you import items into MS Outlook, duplicate detection is turned off, so Outlook skips duplicates. Many people often need to delete common items from their Outlook mailboxes. However, once the import is complete, there is no easy way to remove the corresponding item. Focus on “Can’t remove duplicates easily”. This means you can remove common items, but it’s not easy.
To remove duplicates from Microsoft Outlook 2021, 2016, 2019 and all previous versions, please read this article carefully.
Reasons for Duplicate Emails
However, there are many reasons why you may see duplicate emails in Outlook. Some of them are listed below:
- Incorrect Settings: Incorrect settings can cause confusion when receiving emails. So, this can cause duplicate emails in Microsoft Outlook.
- Synchronization of Duplicate Messages: This can be another reason for duplicate emails in your Outlook profile. Configuring and using the same Outlook email client on multiple devices, such as desktop or mobile, can lead to duplicate synchronization of incoming messages.
- Outlook Mailbox Configuration Error: When configuring your Outlook profile, if your Outlook mailbox is not configured correctly, you may receive the same email over and over again.
- Error: Technical problems with the email server are another reason for sending duplicate emails in Outlook account.
- Antivirus Program: Use a third-party program to prevent viruses that interfere with sending/receiving.
There may be other reasons for the need to make multiple copies of the same email, but these can prevent the MS Outlook application from working. Therefore, you need to find a solution to remove duplicates in Outlook 2019, 2016 and previous versions.
Why Need to Eliminate Outlook Duplicate Items?
Microsoft Outlook is one of the most complex and advanced applications developed by Microsoft Suite. Outlook has a lot of features, so it needs a lot of resources to run the features well. It has been observed that users often encounter duplicate products while importing products. Some of the problems arising from the parallelism of the work are listed below;
- This information can be confusing because the user cannot verify that the email has been replied to. If a user responds to the same email multiple times, it can cause conflict for the team and problems in daily collaboration.
- These duplicate files take up space and thus increase the file size of Outlook. Therefore, the user cannot use the application because it runs slowly. This can also affect business productivity as it takes a lot of time to review and respond to each email.
- If the user configures Outlook with an Exchanger server, the duplication also increases the size of the Exchanger Server. If you want to back up your work, it will take longer and users will have to pay more for additional external cloud storage.
Automatic Solution to Eliminate Duplicate Items in Outlook 2021, 2019, 2016, 2013
As you know, there is no other way to delete duplicate emails in bulk, only delete one by one. Therefore, by choosing a professional SysTools Outlook Duplicate Remover Software, you can easily remove Outlook duplicate emails. Delete emails, calendars, contacts and tasks and manage storage capacity.
The user interface of Outlook Email Duplicate Remover software is minimalistic, efficient and very simple. It provides the complete results without compromising the user experience. Non-technical knowledge is required to run the program. You can use this software to remove similar items from Outlook files. This tool supports ANSI and Unicode PST. You can test how the software works by downloading the demo version and deleting 15 email products for free.
Steps to Eliminate Outlook Duplicate Items Without Data Loss
- Run the Outlook Duplicate Remover Tool
- Select Add File or Add Folder option to Choose multiple Outlook PST files
- Then select the patient category from the filter again and select the selection criteria.
Select one or more check boxes to customize the backup criteria in the Custom Backup Criteria setting 
- Click the Select Action drop-down menu and select the action you want to apply to the candidate
- When all the settings are complete, click Next to start removing duplicates from your Outlook.
Remove Duplicates in Outlook – Manual Method
Before you start removing duplicates from Microsoft Outlook, you need to find the exact cause of the problem. This way you can find the best solution to delete this data. If you can’t find a solution, you can use the following five methods to remove all duplicates from your Outlook mailbox.
- Configured Correctly: Make sure that all Outlook policies are set correctly. Otherwise, this rule may cause confusion between different emails. Therefore, configure this email folder properly.
- Set the Frequency of Inbox Updates: The next step is to increase the frequency of inbox updates. To do this, start Outlook and open Send and Receive. When available, select the send or receive group. You can set this value to between 15-30 minutes.
- Clean Your Inbox: You can easily clean the same product with many products. Follow these steps to clean a mailbox that contains duplicate items.
- Start Outlook on your system
- Select a specific text box
- Select Home > Clean. Once done, configure the following settings:
Delete Conversation: Delete and move duplicate emails from the conversation.
Clean Folder: Remove duplicate emails from a specific folder
- Clean Folders and Subfolders Cleans duplicate folders and subfolders
- When done, right-click the project folder and click the button
- Empty folder. This will delete all emails permanently.
Antivirus Application:
Other causes of duplicate items in your mailbox include malware attacks, software infections, and related issues. The server connection may not be closed properly, which can also cause duplicate email messages. To fix this, users should read the antivirus application manual and disable email protection. However, this is not a recommended method because it can cause more problems if a virus attacks your computer via email.
Conclusion
There are many reasons why you may eliminate Outlook duplicate items and other items in your inbox. However, balanced products always cause a lot of problems for users. Therefore, these duplicates should be removed to run the software smoothly. There is a way to get rid of things, but it is very difficult. This is where deduplication tool comes to your aid. Download the free version to test the capabilities of this amazing tool.
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