Effective email management is essential in the fast-paced digital world of today. The issue of having a jumbled inbox full of duplicate emails is probably well known to Outlook users. Duplicate Outlook emails impede not just your ability to respond quickly to critical communications and maintain organization, but also your use of valuable storage space. We will examine the causes of duplicate emails in Outlook, the problems that can arise, a well-knownnd above all many effective ways to get rid of duplicate emails in Outlook in this in-depth tutorial.
You can handle your emails more effectively and save time by streamlining your inbox. Together, we will clear up, improve, and boost your Outlook inbox.
What Makes Duplicate Outlook Emails Need to be Removed with Priority?
Since Microsoft Outlook is the most popular email client, keeping it up-to-date is essential. If there are duplicate emails in a mailbox, the mailbox’s functionality can suffer. Apart from this, there are a number of strong arguments for why you should delete identical emails from your Outlook inbox:
- Decreased Clutter: Having duplicate emails in your inbox adds needless clutter that makes it challenging to find critical messages quickly. Your ability to stay organized and gain insight can both benefit from this clutter.
- Efficient Storage: If you have a small inbox, duplicate emails take up valuable storage space. Duplicate files can be removed to free up space for important emails and attachments, avoiding the need for ongoing storage management.
- Increased Productivity: When your inbox is clear of unnecessary messages, you can concentrate on important emails without being sidetracked. This expedites the process of managing your emails, which increases productivity.
- Avoiding Confusion: When you’re not sure if you’ve read or replied to a message, receiving duplicate emails might be confusing. Eliminating duplication facilitates the keeping of an accurate communication log.
- Reduced Error Risk: When two emails are sent in duplicate, the message can receive several replies, which can lead to misunderstandings or awkward circumstances. Duplicates can be eliminated to lower the possibility of these mistakes.
- Saves Time: Sorting through duplicate emails by hand is a time-consuming process that could be better used for other, more crucial duties. Reclaiming time for more productive tasks is made easier by automating the removal procedure.
Keeping your email management experience effective, organized, and productive requires deleting duplicate Outlook emails. You can improve your productivity, clear out your inbox, and use email more efficiently by dealing with duplicates.
Common Causes of Duplicate Outlook Emails
Duplicate email errors in Outlook might have a few typical reasons. Be mindful of them for the reasons listed below to avoid problems in the future.
- Creating several accounts.
It is possible for incoming data to be synchronized multiple times when an identical email account is configured on multiple systems. You might thus receive many copies of the same email in Outlook.
- The use of third-party antivirus software
When an antivirus program is installed on a workstation that is similar to Outlook, it can interfere with Outlook’s ability to “Send/Receive” requests. Because of this, Outlook thinks it is establishing a connection with a mail server when sending and receiving messages. On the other hand, the antivirus scanner and the email program are linked. This indicates that the task of cutting the connection to the mail server falls on the virus scan solution.
If the connection is not properly ended, the email message is not recorded as received. In the ensuing send/receive session, this enables you to receive the message once more.
- The interval of time between transmission and reception is shorter.
When the time between sending and receiving emails is set for a small amount of time, say less than five minutes, you might observe duplicate emails. The problem stems from the fact that Outlook starts the subsequent send/receive process before the initial one is finished, while it is attempting to transmit the first email uploaded to the mail server.
How do I Get Rid of Duplicate Emails in Outlook?
You are not alone in experiencing this issue. Since this problem has been experienced by many users, professionals have developed efficient solutions and tools to address it. Learn everything there is to know by reading this post through to the end.
Clean your inbox.
There are numerous add-ins and apps available for Microsoft Outlook that can help you effectively remove duplicate emails from the program. A built-in feature called Clean Up aids in getting rid of duplicate emails in the inbox. Take the actions listed below:
- Start with Microsoft Outlook.
- Decide which mailbox directory has the same emails in it.
- Click the Clean Up option under the Home tab. Next, select a choice from the list below according to whether or not there are duplicate items.
- The Clean Up Conversation eliminates and transfers any redundant emails from the exchange to the Deleted Items folder.
- Duplicate emails can be removed from a designated directory by using the Clean Up Folder.
- Folders and subfolders can be organized using the Tidy Folders and Subfolders option.
- To entirely remove the duplicate emails, use the Empty folder option by right-clicking on the Deleted Items folder.
Configure the Inbox Update Frequency.
Occasionally, there can be extra repairs available by increasing the inbox frequency. To enhance the regularity of Inbox updates, adhere to the following instructions:
- Open Outlook and select the Send or Receive tab.
- Next, select “Define Send or Receive Groups.”
- Set “Schedule an automated send/receive every” to a maximum duration of 15 to 30 minutes.
Turn off the integration of Outlook’s virus scanner.
Send and receive requests can be interrupted by an integrated virus scan solution with Outlook, as previously mentioned. Duplicate messages might download as a result of this.
- To get around this, look for the method for turning off email security in the anti-virus documentation.
- After disabling email protection, wait for the previous send and receive cycles to end.
- Verify that the antivirus program is operating regularly and that duplicate messages are no longer being sent.
Use Outlook Duplicate Remover.
The GainTools Outlook Duplicate Remover Software was designed specifically to deal with Delete De-Duplicate Emails from Outlook. The utility offers a ton of options for clearing Outlook inboxes of duplicate emails, contacts, events, reminders, and other items.
Easy procedures for using software to get rid of duplicate emails in Outlook:
- Start by downloading and installing the program.
- Upon launch, the home screen appears, as seen in the illustration below.
- To begin the scan, browse and pick the Outlook PST files.
- View a summary of the things that have multiple numbers.
- Select and save the Remove Outlook Duplicate Items option.
These were the easy procedures to eliminate duplicate emails in Outlook. Let’s explore this utility’s features in more detail.
Some of the software’s highlighted features are:
- Integrated with a sophisticated algorithm that automatically looks for duplicates within the chosen folder or throughout the entire folder.
- It easily eliminates redundant calendars, contacts, emails, attachments, notes, tasks, and other data from several Outlook folders without affecting system performance.
- There are multiple options to remove duplicate items, including Mark as Expire, Move to Deleted Item folder, Move to Folder, and Delete Permanently.
- Removes duplicates from Outlook PST, OST, and BAK files while preserving meta properties, accuracy, and dependability of data and attributes.
- Multiple MS Outlook PST files can have duplicates removed simultaneously with the batch data de-duplication feature.
- After deleting duplicates from the PST files you’ve chosen, it enables you to save data in a new PST file at the preferred location.
Wrapping up:
The article above explains the importance of eliminating duplicate Outlook emails as well as how to do it. We covered the many sources of duplicate Outlook emails as well as efficient strategies for removing them. We also recommended using professional Outlook Duplicate Remover software, which easily eliminates duplicate objects across and inside Outlook folders. The free demo version of the tool allows you to test its features before purchasing the full licensed version.
