Remove Duplicates in Outlook – An Easy Manual Trick

Outlook is a popular email client application for desktop users. It creates an Outlook data file, called PST aka personal storage table, to store the entire mailbox content which includes email messages, contacts, calendars, notes, tasks, attachments, etc. Outlook data file has a certain size limitation, and can only store mailbox data up to its maximum size. If a PST file is reached to its maximum size, Outlook users face performance issues. But if it goes beyond the size limitation, it becomes prone to corruption. Why does a PST file grow larger? Sending and receiving thousands of email messages each and every day will cause you large mailbox. Another common reason is duplicate items found in your Outlook data files. Here in this post, we’ll discuss Outlook duplicate items and how to remove duplicates in Outlook.

Do you know..?

Outlook saves PST file in two different formats: ANSI format used in Outlook 97 to 2002; and Unicode format used in Outlook 2003 and later versions.

If you use Outlook client in your day-to-day life, you must be having thousands and thousands of email messages stored in various mailbox folders. Have you even tried to find out how many duplicate items are there in your Outlook? If you’re having multiple copies of the same email message, this may cause a great confusion and disorder in Outlook. Also, it may make your work more stressful and less productive. Do you know what is Outlook duplicate and how is it generated or created in Outlook?

remove duplicates in Outlook

What is Outlook duplicate? 

An Outlook duplicate can be anything like an email message, contact, calendar, etc. It occupies the same size what the original item does. There might be plenty of reasons which cause Outlook duplicates, but the two most common reasons are:

Outlook’s Email account and/or rules settings: If any rule is enabled in Outlook under Tool | Rules and Alerts, it will cause Outlook duplicates.

Outlook’s synchronization: An interrupted or incorrect synchronization of Outlook client with a laptop or mobile device may also cause Outlook duplicates.

How to prevent duplicates in Outlook? 

Luckily there are some helpful practices you can implement to prevent duplicates. Find them below:

  • Block those senders IDs from which you receive same email messages again and again. Also, avoid taking subscription of any online sites which send same email message, newsletter, press releases or news item for their business promotion.
  • If you’re synchronizing your Outlook with any other device like laptop or mobile, make sure no interruption should be occurred during the process and the process should be executed correctly.
  • Make sure “Leave Messages on the Server” settings option should not be activated.
  • When two or more “Move a copy to” rules are applied to a certain incoming email message, it may cause duplicate in Outlook. Make sure the Outlook rules should be configured correctly.
  • You should also disable your Antivirus program while using Outlook.

How to remove duplicates in Outlook

Aforementioned practices can only prevent duplicates in Outlook. But if you want to remove duplicates in Outlook, you must perform an easy manual trick that requires no paid software but provides you as effective results as Outlook Duplicate Remover does. You should only try a professional tool if the manual trick fails or doesn’t work.

Manual Procedure 

I always suggest users to try manual tricks first before recommending any professional software. Manual tricks are free as they don’t require any such paid tool, and as effective as a professional solution. All the required steps are given below which will help you remove duplicates in Outlook:

Step 1: First of all, launch Outlook client on your system and open the PST file.

Step 2: Now select the mailbox folder in the tree-structure, for e.g. select Inbox folder if you want to remove duplicates from it.

Step 3: On the ribbon, click View tab > Change View.

Step 4: Here you need to change the Folder view to a Table view.

Note: To check which mode you’re currently on, i.e. either folder view or table view, click Manage Views…

Step 5: Here you can check the view type on Manage All Views window.

Note: Use the combinations of views and fields in this way:

Calendar with appointments 

Contacts with phone list 

Inbox with messages 

Journal with entry list 

Notes with notes list 

Step 6: Right-click the column heading, then click Field Chooser in the options.

Step 7: Here you need to select a field in the list shown at the top of Field Chooser. For e.g. select All <item name> fields by clicking it.

Step 8: Now drag down the Modified field to the table heading.

Step 9: Before the actual process gets started, make sure the duplicate items have a unique date from the original set of items. You can click the Modified heading in order to sort the items by this field.

Step 10: Now select the items you want to remove from your mailbox folder. Hit Delete key to delete all the selected items permanently.

Professional Solution to remove duplicates in Outlook 

As I mentioned earlier that if the manual trick fails or doesn’t work, you should try professional Outlook Duplicate Remover software. Such professional solutions don’t require any prior technical expertise, and instantly perform the action without causing any changes or damage. You must try such Outlook Duplicate Remover tools to remove duplicates in Outlook, such as: emails, contacts, etc. The integrity of your PST mailbox is remained intact or unchanged after Outlook duplicate removal.

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