Best Methods to Find and Delete Duplicate Emails in Outlook

Needs to Remove Duplicate Emails in Outlook

The following are some crucial reasons why duplicate emails in Outlook are a problem:

• They clutter your mailbox, messing up with emails and making them useless.
• Searching for important emails takes time and reduces productivity.
• These additional copies of emails also occupy unnecessary space in Outlook.
• An inbox full of duplicates ultimately makes Outlook processing slow.
• Duplicate emails will also make it difficult to follow and track conversations.
• In addition, it can cause syncing problems between Outlook and the device.

By getting better mailbox management, you can have a clean, sorted inbox. As a result, Outlook’s performance is improved.

Manual Methods to Delete Duplicate Emails in Outlook

Below are some of the effective manual ways to eliminate duplicate emails in Outlook. Each method gives a full explanation of how it can assist you in cleaning up your inbox:

1. Using Outlook’s Built-in Clean Up Tool

Outlook provides an in-built “Clean Up” feature that can help you with this hassle. Well, this method performs optimally in cases where duplicates of emails appear within threads or conversations.

1. First, download and run the Microsoft Outlook application as an administrator.
2. Once that is complete, log in using your admin account credentials.
3. Next, choose the source folder.
4. Then, go to the Home tab from the title bar.
5. In the Delete group, click on the Clean Up option.

Note: This native method finds duplicates in Outlook.

1. Here, choose the option to either clean up the folder or clean up the folder or subfolder.
2. A pop-up asking for confirmation. Allow it to proceed.
3. Outlook will automatically delete the duplicate data from the chosen folder.

2. Manually Sorting and Deleting Method

If you are still facing ‘Outlook cleanup not removing duplicate data,’ try to delete duplicate emails in Outlook manually. Although it will be a time-consuming process, you will have complete control over which emails remain.

1. First, download and run the Outlook application on your PC.
2. After that, log in using your valid credentials.
3. Next, choose the desired folder from your mailbox.
4. Here, choose the View tab from the title bar.
5. In the Arrangement group, click on the Message Preview option.
6. Choose the option of To, From, or Date to arrange emails
7. Here, manually select the duplicate emails.
8. Outlook will scan and remove such items from the selected folder.

3. Delete Duplicate Emails in Outlook Using Search Function

Another significant method is the Outlook Search functionality. This will assist you in finding duplicates depending on the sender, subject, or keywords. Explore the steps below to get results.

1. First, download and install the Microsoft Outlook software as an administrator.
2. Then, log in using your admin account credentials.
3. Next, select the folder > go to the search bar > type in keywords.
4. Then, choose the identical email copies manually.
5. Outlook will remove the selected email items automatically from the specified folder.

4. Remove Outlook Duplicate Recipients Using Rules and Alerts

The conversation view can also be a helpful way of locating duplicates. This groups Outlook emails with the same subject together. Try this if you receive many responses to a single email thread.

1. First, download and run the Microsoft Outlook program in administrator mode.
2. Then, log in using your admin account credentials.
3. Now, choose the folder whose duplicates you would like to delete.
4. Then, navigate to the View tab.
5. Next, mark the box for Show as Conversations.
6. Now, all emails in a conversation will be grouped.
7. Here, manually select the duplicate emails.
8. Outlook will delete the items from the selected folder.

5. Delete Duplicate Emails in Outlook Using Conversation View

Besides, you may set rules and alerts in Outlook. Doing so will automatically filter and handle duplicate emails in the Outlook mailbox.

1. First, download and run the Microsoft Outlook program in administrator mode.
2. Then, log in using your admin account credentials.
3. Next, go to the info section, followed by the File menu.
4. Now, navigate to the Rules and Alerts option.
5. Next, go to the Manage Rules & Alerts option.
6. From there, you can adjust the settings according to your preferences and convenience.
7. Set up conditions like From, Subject, and Received time to define the duplicate criteria.
8. Here, apply the modified setting that you’ve done.
9. After setting the criteria, choose Delete it as the action.
10. In the end, apply the modified rules and alerts.

Limitations of Manual Method

There are some restrictions to manual processes that users should be aware of before trying to do so.

• This process may take longer than expected.
• Missing or skipping any step may cause a risk of losing data.
• Also, this might be effective in working with huge datasets in Outlook.
• They may also lead to loss of metadata and email formatting.

Try Expert Software to Delete Duplicate Emails in Outlook

To overcome the limitations of the manual solution, choosing a professional approach is recommended. The Outlook Duplicate Remover software is one of those best software. It effectively searches for duplicate items from the Outlook objects, including emails, contacts, calendars, tasks, and journals. Additionally, the software is also suitable for handling multiple PST files at a time, helping users to delete duplicates in bulk. What’s more impressive is that, supports both Windows and Mac OS, offering flexibility to all users.

Simple Steps to Clean Up Duplicate Emails in Outlook

1. Download and install the Outlook Duplicate Remover tool on your system.
2. Now, choose the Select File or Select Folder option.
3. After that, browse the PST file from your local drive.
4. Then, preview the mailbox items to reduce the chance of error.
5. Next, select the output file format.
6. Here, apply the additional built–in feature according to your requirements.
7. Next, choose the option to delete the duplicate file from the selected PST file.
8. Then, browse the saving location on your system.
9. In the end, click OK and verify the data.

Conclusion

In this guide, we have discussed the solution to delete duplicate emails in Outlook. Instead of accumulating unnecessary clutter over time, better you keep a check and balance in your mailbox. Deleting duplicate emails in Microsoft Outlook is not easy for users. For users’ convenience, we have discussed the walkthrough solution to eliminate duplicate emails. You can go for the best-suited solution based on your requirements.

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