Tuesday, 13 June 2017

Know How to Eliminate Duplicate Email Items from Outlook

Have you ever faced a problem of redundant emails, contacts or calendar entries in your MS Outlook account? Do you want to clean up/remove the emails from inbox or want to eliminate duplicate email items from Outlook 2016?

First of all we will find the possible key reasons for duplication of Outlook emails. After that, simple solutions are provided to clean the identical conversations, contacts and meetings from your account's inbox.

So, before discussing the steps to eliminate the repeated items in Outlook, let us first explore the reasons behind the duplication of data. The replication of an email or of another items in Microsoft Outlook are usually due to the following main reasons:

  1. Incorrectly Configured Rules:
    Sometimes there are cases that two or more rules are fired upon receiving email, resulting in multiple instances of the same messages. This causes duplication of data in Outlook mailbox.

  2. Incorrect Account Setup:
    If an email account is configured multiple times then, it can also cause incoming data to synchronize repeatedly. Due to this, users encounter duplication of emails, contacts and calendars in the Outlook account.

  3. Improper Mailbox Settings:
    You might receive the same email messages, contacts or same calendar entries, multiple times, due to the incorrect mailbox settings on the time of account creation. This may also lead to cause the redundant emails and the other items.

  4. Short Send/ Receive Intervals:
    Due to the small frequency of your inbox updates; Outlook sometimes load message into the inbox. But might not able to mark the occurrences of those messages as synchronized or loaded. It creates same messages multiple times.

  5. Anti-Virus Scanner:
    When an anti-virus program is installed on the same machine that runs Microsoft Outlook, there are some possibilities are that it will intercept Send or Receive request in Outlook.

  6. User errors:
    Some user errors occurs when a user copy and paste the contacts and appointments or meetings in the Outlook's contact book or calendar.

  7. Incorrect merging:
    When one Outlook personal folder i.e PST is merged into another folder, then it might also create duplication of data.

Problem Occurs due to the Duplication of Data

Mailbox's repeated items can cause severe issues such as the performance of the PST or application becomes slow, PST file might got corrupted, etc.
So, one must clean duplicate emails MS Outlook after reviewing with absolute attention.
Now, there are some negative impact of the replicated emails or items on the Outlook account.

Consequences of Repeated Email Items in MS Outlook

  • • They might impact client loading performance in Outlook.
  • • The more messages stored on your system or server, the more time it will take to load on start-up and the slower Outlook will be as the messages gets reloaded each time the application starts.
  • • Duplicated items or emails affect the productivity of mailbox and sometimes causes errors.
  • • If the email or other mailbox items has more than one copy, the PST file becomes over-sized and causes it might corrupt the file.
After knowing the root causes, impact and problems due to the corresponding/repeated emails or data, let’s find the solutions to remove redundant emails from Outlook.

How to Eliminate Duplicate Email Items from Outlook

Try the following solutions to resolve the issue of replicated items in MS Outlook:

1. Configure Rules Correctly

First check, if the Outlook Rules are not configured incorrectly or not, because this creates disorientation among different email folders.

2. Set the Frequency of Inbox Update

Follow the given steps to boost the frequency of Inbox update:

  1. 1. Open Outlook >> Click on Send or Receive.
  2. 2. Select Define Send or Receive Groups.
  3. 3. Set Schedule an automatic send/receive every value accordingly.

3. Run Inbox Clean Up

There are several utilities and add-ins in Outlook which helps to clean the same emails of the account. Clean Up is such built-in utility which can be executed manually within the application. Follow the steps given below to run this Clean Up utility to remove duplicate inbox email messages:

  1. 1. Open Microsoft Outlook 2016.
  2. 2. Select Inbox folder containing duplicated emails.
  3. 3. Go to the Home menu and click on Clean Up option on the ribbon. Now, select any one from the given options according to the reason for the occurrence of repeated items:
    • a.) Clean Up Conversation to erase and move alike email messages in the conversation to Deleted Items folder.
    • b.) Clean Up Folder to eliminate identical email messages from a specific folder.
    • c.) Clean Up Folder and Subfolders to remove the folders as well as subfolders.
  4. 4. Now, right-click on Deleted Items folder and select the option of Empty folder to permanently remove the duplicate email messages.

4. Anti- Virus Application

Anti- virus application is also another reason responsible for closing down Server connection. As the email messages are not flag as received if the connection is not shut down accordingly. This is the reason that a user see duplicates in the mailbox.
In order to resolve this issue, go through the instruction manual of the anti-virus and disable the email protection. When the email protection gets disabled then, let the MS Outlook encounter the Send or Receive cycles. Confirm that the duplicated emails are no longer received and also check if the anti-virus program is running accordingly or not.

A Proficient Solution to Eliminate Repeated Items

Instant Solution: If the above methods doesn't help to remove the duplicate data from your MS Outlook account, then it is recommended to go for an automated solution i.e. SysTools Outlook Duplicates Remover.
It is a competent third-party solution which helps the user to delete duplicate email items from Outlook account.
The utility not only eliminates the repeated email messages but also deletes all the junk files if any and makes the Outlook account more productive. The tool detect the replicated emails and removes them efficiently without losing any data. It is a complete package to resolve the issue of multiple Outlook mailbox. It can be downloaded and installed on Windows 10, 8, 7, Vista and XP and lower versions and supports Outlook 2016/ 2013/ 2010 /2007 /2003 versions.

The Bottom Line

Email duplication is a common issue faced by Microsoft Outlook users. It affects functionality, productivity, and performance of the mailbox to a huge amount. Thus, it becomes important to deletes repeated emails items from Outlook using a reliable and competent mechanism.
Despite the fact, it is not a troublesome procedure, still the integrity and importance of the email messages are always at pole. As a result, a reliable solution must be outlined to eliminates the duplicate emails and to save the original ones.


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