How to Delete Duplicate Emails in Outlook? – Proven Method

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Every user is well aware of emails. It has become a necessary part of our daily professional lives. Most of the individuals use Outlook for communication. But what happens when your Outlook inbox is inundated with duplicate emails? It’s not just annoying; it can also lead to confusion and missed opportunities. Fear not, for we’ve got you covered! In this blog, we’ll discuss how to delete duplicate emails in Outlook. Moreover, you can get your Outlook inbox back to its streamlined, efficient self-using the Cigati Outlook Duplicate Remover.

Duplicate emails in Outlook might seem harmless, but they can wreak havoc on your email experience. In simple terms, think of them as annoying twins of the same email that not only clutter your inbox but also cause a bunch of issues. In the upcoming section, we’ll explore why duplicate emails are problematic and what you can do about them.

What Are The Causes of Duplicate Emails Appearing in Outlook?

Duplicate emails in Outlook can be a frustrating issue, and they can occur for various reasons. Understanding these causes is crucial to prevent or address the problem effectively. Here are some common causes of duplicate emails in Outlook:

1. Synchronization Errors:

Synchronization issues between your email server and Outlook can lead to duplicates. It often occurs when using Outlook with Exchange, Office 365, or other email services. Server issues or conflicts during synchronization can result in multiple copies of the same email delivered to your inbox. Moreover, it is vital to remove duplicate mail in Outlook. 

2. Rule Settings:

Outlook’s email rules, when configured improperly, can inadvertently create duplicates. For example, if you have settings that forward emails to another address, it might trigger multiple forwarding actions, making duplicate copies.

3. Account Configuration Issues:

Incorrect or misconfigured email account settings in Outlook can lead to duplicates. For instance, having the same account configured multiple times can result in receiving similar emails several times.

4. Data Import:

If you import old emails into Outlook from Outlook 2021, 2019, and 2016, it sometimes leads to duplicate emails. The import process may not correctly identify and eliminate duplicates. Therefore, users have to remove Outlook duplicate emails.

5. Mobile Device Syncing:

Syncing your Outlook account with multiple mobile devices can sometimes cause duplication issues. Changes made on one device mayn’t instantly propagate to the others, resulting in duplicate emails.

6. Send/Receive Errors:

If Outlook encounters an error during the send/receive process, it may resend the same emails, causing duplicates. It can happen due to network disruptions, server issues, or mailbox corruption.

Here are some common reasons for occurring duplicate emails. Now, we’ll learn how to remove duplicate emails in Outlook. 

How to Delete Duplicate Emails in Outlook Efficiently?

Dealing with duplicate emails in Outlook can be a real hassle, but fear not! We’ve got some straightforward methods to help you resolve those pesky duplicates and streamline your email experience. 

Method 1: Remove/Delete Duplicate Email Messages using Import/Export Wizard

  • Open Outlook, click on “File,” and then go to “Open & Export” > “Import/Export wizard.”
  • Choose “Import from another program or file” and then “Outlook Data File (.pst).”
  • Browse for the PST file, select “Do not import duplicates,” choose the folder to export, and tick “Include subfolders.”
  • Click “Import items into the same folder” and then “Finish.”

Method 2: Configure Inbox Update Frequency

  • Open Outlook and go to the “Send/Receive” tab.
  • Select “Send/Receive Groups” and “Define Send/Receive Groups.”
  • Choose a group or create a new one.
  • Click “Edit” and set up the automatic send/receive interval.
  • Click “OK.”

Method 3: Set Up Rules Properly

Verify that your Outlook rules are configured correctly. Incorrect rules can lead to confusion in email folders. Ensure the rules are set up properly to instantly remove duplicate emails.

Method 4: Check Account Settings in Your Outlook Application

  • Open Outlook, then go to “File,” “Info,” and “Account Settings.”
  • Click on the “Email” tab. Then, find the account you want to configure.
  • If you see multiple instances of the same account, select and remove them.
  • Finally, click “Close.” 

Method 5: Clean Up Inbox

  • In Outlook, choose a mailbox folder, go to “Home,” and click the “Cleanup.”
  • Set up options to clean up conversations, folders, or subfolders.
  • Right-click on the “Deleted Items” folder and choose “Empty Folder” to permanently delete emails.

Method 6: Turn Off Antivirus Application

If you suspect server connection issues or antivirus settings are causing duplicates, turn off your email protection.

Method 7: Try Professional Software Outlook Duplicate Remover

You can also opt for the Cigati Outlook Duplicate Remover Tool. As a result, it is the top-notch and comprehensive software. Moreover, it also includes all the mailbox items, such as contacts, calendars, tasks, journals, and many more, to remove duplicate data.  In addition, this software is competent enough to add single or multiple Outlook PST files to remove duplicate emails effortlessly.

Now, it’s time to have a look over the steps of this wizard.

  • Download and run the Cigati Outlook Duplicate Remover Tool.
  • After that, select the PST file with has duplicate emails.
  • Here, users can also preview the emails in a preview panel. 
  • Then, choose the folder with duplicate items, and set the criteria for removal.
  • Specify the saving location, and the tool will remove the duplicate emails.

End Words

A clutter-free inbox is essential for effective communication and productivity. Following the steps outlined in this blog, you can effortlessly delete duplicate emails in Outlook, ensuring that your email experience remains efficient and organized. Remember to use reliable third-party tools and take precautions to safeguard your necessary emails, and you’ll enjoy a streamlined email experience in no time.

About The Author:

Pradeep is a dedicated technical content writer who thrives on the intersection of technology and storytelling. With a background in engineering and a passion for writing, he brings a unique blend of technical expertise and creativity to his work. Pradeep’s articles not only educate but also entertain, making complex technical subjects approachable and intriguing for a broad audience. His work has been featured in numerous tech blogs, making him a trusted source for tech enthusiasts and novices alike.

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