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Merge and Remove Duplicate Emails in Outlook -Best Ways!

Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On April 3rd, 2024
Reading Time 7 Minutes Reading
Category Outlook Tips

Microsoft Outlook — a robust and most favored choice for managing the mailbox. Often having duplicate emails, attachments, and files results in the cluttering of mail inboxes. Therefore, if you’re seeking methods to remove duplicate emails in Outlook application. Then, consider this article to learn different approaches for deleting and merging duplicate emails in Microsoft Outlook.

Either to clean up the space or improve the sluggish performance of Outlook, there are many reasons behind removing unnecessary emails from Outlook email clients. Besides this, users can opt for the steps guidance to merge duplicate emails Outlook. Now, let’s dive into it.

Reason Behind Forming Duplicate Emails in MS Outlook

There are various reasons behind why Outlook emails get duplicated. Here, read the common causes in the below section:-

  • Error Configuration in Account:- Due to a lack of functionalities, users might configure mistaken steps while accessing the email address in Outlook. Hence, it results in either a duplicate email account or faulty synchronization of email messages.
  • Incorrect Setup of Rules:- Another factor includes incorrect configuration of rules. To fix this error, users frequently search for methods to merge duplicate emails in Outlook application.
  • Continuous Emails Forwarding:- Besides the above reasons, sometimes users unintentionally send or forward emails multiple times. Unfortunately, users are just creating copies of similar emails. With this, users look for ways to delete duplicate emails in Outlook.
  • Human or Technical Error:- Both human and technical bugs are yet another factor for creating duplicate mailbox items in Outlook. To manage the data, users aim to remove duplicate emails in Outlook.

Need for Outlook Delete Duplicate Emails

Previously, we have highlighted the causes behind forming duplicate items in MS Outlook. In the following section, we will discover the advantages of merging or removing redundant items from Microsoft Outlook.

  • Since duplicate emails are considered as complete clutter in the mailbox. As it brings the chance of losing crucial email messages. Therefore, users need to remove duplicate emails Outlook application.
  • Another reason behind merging the duplicate emails includes cleaning up the storage. Moreover, duplicate emails certainly consume unnecessary space due to emails, large attachments, and files.
  • To merge duplicate emails in Outlook efficiently benefits users to increase its slow performance. With this, users can easily prevent confusion in organizing the data of emails.

Overall, these are the prominent benefits to merge and remove duplicate emails in Outlook. Hence, deleting unnecessary emails refers to data management, enhancing efficiency, and performance.

How to Mass Remove Duplicate Emails in Outlook with Attachments?

In this section, we will explain the best yet expert-suggested way to delete duplicate emails in Outlook with embedded attachments. For the same, consider EmailDoctor Outlook Duplicates Remover, one of the advanced and intuitive choices for batch deleting duplicate items from MS Outlook. Using this software, users can find duplicate emails, attachments, calendars, contacts, and more. And, even delete duplicate Notes in Outlook easily.

Most importantly, users can de-duplicate the items while opting for the feature of deleted permanently. Other key functionalities of this tool, offering advanced filter settings for removing redundant emails at once. It allows Outlook delete duplicate emails without installing Microsoft Outlook. Now, move ahead to learn the detailed steps and guidance.

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Steps to Remove Duplicate Emails in Outlook

Steps to Batch Merge/ Remove Duplicate Emails from Outlook

  1. Download the above software on your machine.
  2. Select Add Files or Add Folders to add PST file.
    go to Add files
  3. Move down and find Duplicate Options and select Within Folders > Next.
    move to duplicate options
  4. From the popup window, choose the necessary boxes.
    select required folders
  5. Go to Change to save the destination path > Next.
    select change button
  6. From Filter, specify the duplicate criteria.
    specify duplicate
  7. Lastly, hit on Next to begin the process.
    press, next to remove duplicate emails in Outlook

Overall, it is considered the one-stop solution to easily merge duplicate emails in Outlook without losing the other mailbox items. Now, if you’re seeking step-by-step guidance on manual solutions then, find those methods in the below section.

Manual Way to Delete Duplicate Emails in Outlook

Earlier, we uncovered the steps of an automated solution. Here, we will provide an overview of the manual solution to remove duplicate emails in Outlook. Now, read the curated list of different approaches of free ways for deleting unnecessary Outlook emails.

  • Steps to Check Account Settings

Step 1. Go to File >> Info >> Account Settings.

move to Files

Step 2. Account Setting windows will open. Click the Email tab and search for the name of the account you configured for Outlook. If the same account appears multiple times, remove it. For this, select the email account and click on Remove.

go to account settings

Step 3. After removing the duplicate account, click Close.

  • Use Import/Export Options to Remove Duplicate Emails in Outlook

Using this way, users can select option to remove duplicates while importing or exporting the mailbox data from Outlook.

Step 1. Click on File menu >> Open & Export >> Import/Export.

move to Menu

Step 2. Choose Import from another program or file.

go to Import options

Step 3. Select Outlook Data File (.pst) and click Next.

select Outlook data files

Step 4. Browse to the .pst file and check the “Do not import duplicates” option.

click on do not import duplicate

Step 5. Select the required folder to import and check the “Include subfolders” option. Check the “Import items into the same folder” option and click the Finish button.

click on any folder and then, finish

  • Clean Up Option to Remove Unnecessary Conversations

Implementing the below steps of Clean up method, users can clean the complete folder while deleting the redundant conversations from MS Outlook.

Step 1. Click on the Clean Up.

Step 2. From the three options, choose Clean Up Folders & Subfolders option.

Clean up options

Step 3. Perform the right-click then, move to Delete Items and lastly, Empty Folder.

  • Setup Manage Rules

Sometimes unknowingly users configure incorrect rules that certainly result in the creation of multiple copies of emails. To avoid such errors, users can setup new rules while using Manage Rules & Alerts to mitigate the risk of forming clutter in the mailbox.

Why are Manual Ways Not Recommended for Removing Duplicate Emails?

  • Implementing a manual solution means exercising similar steps and guidance till completion of the task. Hence, it increases the chances of errors and complexities.
  • To remove duplicate emails in Outlook using manual steps can bring challenges for securing data or fear of maintaining the originality of emails. It is suggested to look for an expert solution for combining the duplicate emails.
  • For both trained and untrained professionals, implementing manual guidance is quite a complicated yet tiresome task. Hence, users can opt for incorrect steps due to a lack of knowledge.

Concluding Words

In this write-up, we have two different approaches to remove duplicate emails in Outlook. As manual methods hold chances of errors, misconfiguration, and other faults. It is suggested to consider the expert way of deleting duplicate emails with attachments from Outlook. Besides this, users can apply filters to remove unnecessary emails from specific date ranges. So, opt for this secure solution for seamless email management in Outlook.

Commonly Asked Queries

Q. How do I delete duplicate items in Outlook 2019?

You can follow some manual tricks to delete/merge duplicate emails Outlook items:

  1. Configure the rules
  2. Select “Do not import duplicates”
  3. Clean Up Inbox

Q. Can I merge and delete duplicate emails at same time?

Yes, users can remove the duplicate mailbox items using the automated tool and then, merge the resultant file.

Q. Is the manual method give me quick results to remove duplicate emails in Outlook?

Well, it depends on the size of the emails. If you have a few emails, the manual method works well. In addition, the automated solution allows you to combine and delete a large number of emails without loss.