How to delete all duplicate emails from a mail folder in Outlook?

Sometimes, duplicate emails occur in Outlook because of downloading emails repeatedly, copying, importing from PST/CSV files, or other reasons. And this article is going to introduce two solutions to delete all duplicate emails from a mail folder in Outlook.

Delete all duplicate emails from multiple selected ones

Nov 26, 2018  The user can also make use of Import and Export option to remove duplicate emails in Outlook. Start MS Outlook on your system. Go to Option Open Export. Now, click on the option of Import/Export. After that, you need to choose Import from other file or program option and click on Next. Select PST Next. Create a new folder on Desktop. Select all contacts in MAC Outlook and Drag it to new folder. Now open contact app and drag all contact from new folder to contact app. In Contact app, click on file tab Export. Export vCard in new folder. Save the folder onto your Desktop with any name.

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Delete all duplicate emails from a mail folder by sorting

This method will guide you to sort all emails in a mail folder by subject, received time, sender, and attachments successively firstly, next manually pick out duplicate emails, and finally delete them. Please follow below steps:

1. In the Mail view, click to open the mail folder that you need to remove duplicate emails from.

2. Click View > Reading Pane > Off to turn off the reading pane. See screenshot:

3. Click View > View Settings to open the Advanced View Settings dialog box.

4. Now in the Advanced View Settings dialog box, please click the Sort button.

5. Then the Sort dialog box comes out. Please select Subject from the Sort items by drop down list, select Received, From, and Attachment from below Then by drop down lists successively, and click the OK button. See screenshot:

6. Click the OK button in the Advanced View Settings dialog box to save the sort settings.
Now it returns to the opening mail folder, and all emails are sorted by subject, received time, sender, and attachments successively.

7. Go ahead to click the From column header to group all emails by senders. See screenshot:

8. Holding the Ctrl key, select duplicate emails one by one manually; and then press the Delete key to remove them. See screenshot:

So far it has removed all duplicate emails in the selected mail folder already.

Delete all duplicate emails from multiple selected ones

In fact, even if you have sorted emails by subject, received time, sender, and attachments, it might be not easy to pick out all duplicate emails manually. This article will introduce Kutools for Outlook’sDuplicate Mails feature, which can quickly remove all duplicate emails with only several clicks.

1. Open the mail folder, holding Ctrl or Shift keys to select multiple emails, and click Kutools > Duplicate Emails.

2. Now all duplicates among the selected emails are listed and marked with strikethrough. Please click the Delete button.

3. Now a dialog comes out and tells you how many duplicated emails are removed. Please click the Yes button to close it. And then click Finish button to close the Duplicate Emails dialog.

Delete all duplicate emails from multiple mail folders

The Duplicate Emails feature of Kutools for Outlook can also search and remove duplicated emails from multiple mail folders in Outlook. Please do as follows:

1. Select no more than two emails, and click Kutools > Duplicates Emails.

2. In the Duplicate emails dialog, please check mail folders you will remove duplicated emails from, select Same folder or All selected folders from the Find duplicates in drop down list, and click the Delete button. See screenshot:

3. Now all duplicated emails are listing in the new Duplicate emails dialog. Please click the Delete button.

4. Now a dialog pops out and shows how many duplicated emails are removed. Please click the OK button to close it, and then click the Exit button to close the Duplicate emails dialog.

Demo: Delete all duplicate emails from multiple selected ones

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Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

• Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features..
• BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features..
• Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject..
• Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All.. Quick Report, Count Selected Mails..
• Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts.. Enable you to do smarter, faster and better in Outlook.

Outlook is one such desktop-based email application being used by many Windows as well as Mac users. Outlook provides different folders to store and manage bulk emails, contacts, tasks etc. However, sometimes users might face multiple issues such as system crashes, slows down performance or even leads to corruption because of duplicate PST files. This will also affect the performance of the Outlook and becomes quite irritating to work with duplicate emails. So, what should we do to overcome these constraints? Therefore, in this post, we will discuss how these duplicate emails are generated how to remove duplicate emails from Outlook archive manually.

Why to Remove Duplicate Emails from Outlook Archive?

There are many reasons due to which, duplicate copies of emails may occur in Microsoft Outlook. Here are some of the factors that compel us to remove duplicate emails from Outlook PST file. Let’s see what are they:

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1. Due to multiple copies of the email, several companies send the same messages, blogs, newsletters, etc., consistently for gaining a user attention.
2. When the synchronization process continues through a phone or laptop, then many times the process needs to be done as a result of duplication.
3. In many cases, the option to leave a message is active, which results in undesirable duplicate emails on the mailbox.
4. A corrupt or damaged message on a server creates a duplicate copy of emails during send/receive.
5. Wrong account setup, improperly merged multiple files that may result in duplication.

Workarounds to Remove Outlook Duplicates

Mac os x vt100 terminal emulator built in. To minimize efforts in deleting the emails one by one thus, users can switch to these tricks to keep their Outlook up-to-date. Below are the techniques user can use to overcome duplicate of emails:

3 Manual Tips to Remove Duplicate Emails from Outlook 2016

Solution 1: Changing Account Settings

While configuring same account more than once, Outlook creates duplicate PST files. Therefore, users can use below steps to remove this issue:

• Open MS Outlook from the installed location
• Now, go to File option and click on Info button and select Account Settings
• In the Account Setting Wizard, search the configured account from the Mail tab
• Check, if the same account is being configured multiple times. If it so, then delete the extra account by selecting the mail account and hit on remove option.
• Finally, click on close button if the duplicate account is removed from MS Outlook

Solution 2: Remove Duplicate Emails from Outlook 2013 with Import or Export Option

As per earlier discussion, during import/export, Outlook creates loops of email. So, to overcome those constraints one should follow these steps:

• Open MS Outlook on your machine
• Now, go to File menu and select Open from the list and click on Import option
• Select the option “Import from another program or file” and press next
• After that, choose the PST file and click Next button
• Search for a particular file to import and enable this option “do not import duplicates”
• In this step, select the Outlook data files to export with the folder where you want to migrate and click Finish
• Now, you can view the applied changes in your Outlook to remove duplicates

Solution 3: Using Clean Up Tool of Outlook

This inbuilt tool is used to remove duplicate copies of emails from MS Outlook. The following steps will help a user to eliminate this Duplicacy using Clean Up tool:

• Open Outlook application on your PC
• Now, click on Clean-up option to expand every option
• In the Clean-up checklist, choose the appropriate option, i.e., clean-up folder, clean-up conversation, and clean-up folder and subfolders.
• Next, to provide the desired location manually by choosing the Settings button.
• Once Outlook Window is displayed, click on the Browse button and provide the specific location of PST file.
• After choosing the folder, click on Clean Up Folder button to start the process of deletion.

Follow the all above manual methods and easily remove duplicate emails from Outlook PST file.

What to Do If Manual Methods Are Not Helping?

There are certain scenarios where manual methods are not enough to delete the duplicate items from your MS Outlook mailbox. For instance, if you have duplicates in bulk, say 10k emails, then manual methods won’t be able to remove them all quickly. You are going to need a third party tool like SysToolsOutlook Duplicate Email Remover tool.

Why to opt for this software is, because it is reliable, quick and deletes duplicate items in bulk. The software can remove duplicates from Outlook 2019, 2016, 2013, 2010 etc. Also, no data is lost while removing the duplicates with Outlook duplicate items remover tool.

To Sum Up

Duplicate emails create a lot of trouble to people while they are working on Microsoft Outlook. Therefore, in this post, we have discussed several reasons to remove duplicate emails from Outlook archive. Also, we have covered different techniques by which users can remove same emails without putting much effort. These measures are most relevant and efficient, on which one can easily rely.