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How to Merge and Remove Duplicate Emails in Outlook? Free Quick Tips


Nilesh Kumar | Modified: June 29, 2023 | Outlook Tips | 6 Minutes Reading

Emails are very important in any large or small organization for communication. Microsoft Outlook is the most popular desktop-based email client application that offers a simple user interface, good security, and much more advanced features.

However, there were many issues when working with Outlook 2019, 2016, 2013, 2010, and 2007. Duplicate Outlook emails are one of the most common issues users face. This blog will show you how to merge and remove duplicate emails in Outlook.

Duplicate email makes managing email messages very difficult for Outlook users. This can lead to many problems. For example, slowing down the speed and performance of Outlook, storage space issues, hanging problems, and so on. Increasing the size of the Outlook mailbox can affect users’ workflow. In the next section, we will talk about the reasons for duplicate Outlook emails.

Tool Tip: If you are looking for a quick method to remove duplicate emails from Outlook, then you can try Outlook Duplicate Remover Tool. This tool can easily remove multiple emails, contacts, tasks, notes, and calendar items from Outlook.

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Steps to Remove Duplicate Emails in Outlook

  • Step 1: Run the Outlook Duplicate remover program.
  • Step 2: Add Outlook PST, OST, or BAK file.
  • Step 3: Specify “criteria” to remove duplicates.
  • Step 4: Click “Next” to delete duplicates from Outlook.

how to remove duplicates in outlook

Additional Tool Tip: If you want to merge as well as remove duplicate emails in Outlook 2021, 2019, 2016, 2013, 2010, 2007, then opt for another quick solution i.e., the merge tool. This software will allow you to remove duplicate items while merging PST files.

Reasons for Duplicates in Microsoft Outlook

There are many reasons behind duplicate items in Outlook application. Some of the common reasons are discussed below:-

  1. If the rules are configured incorrectly, confusion will occur when receiving email messages. This leads to a duplication of emails in Outlook.
  2. It is possible that you set up your mailbox incorrectly when you created an account in Outlook. As a result, you may receive the same e-mail message over and over again.
  3. If the same email account is used on different devices, the incoming message is repeatedly synchronized. This can be one of the reasons for email duplicating in the Outlook mailbox.
  4. Anti-virus software can also create duplicate emails.

All reasons for duplicated items affect the productivity of Outlook. To overcome all the troubles it is necessary to remove duplicate Outlook emails.

Manual Ways to Merge and Remove Duplicate Emails in Outlook

There are multiple manual methods to remove or delete duplicate Outlook emails. You can follow the step-by-step guide to performing the task.

#Method 1: Check Account Setting

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

Remove Duplicate Emails in Outlook

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.

Remove Duplicate Emails in Outlook

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

#Method 2: Delete Duplicate Outlook Emails Using Import/Export Option

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

Delete Duplicate Emails in Outlook

Step 2. Choose Import from another program or file.

Remove Duplicate Emails in Outlook

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

Delete Duplicate Outlook Emails

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

Merge and Remove Duplicate Emails in Outlook

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.

Merge Duplicate Emails in Outlook

#Method 3: Clean Up Tool to Remove Duplicate Outlook Emails

Step 1. Click on the Clean Up tool.

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

Delete Duplicate Outlook Emails

Step 3. A Clean Up Folder will open, which will ask you whether to proceed with the cleanup or cancel. Click on Clean Up Folder option.

Step 4. Click on the Setting option to manually enter the location of the deleted items folder.

Step 5. After clicking Settings, Outlook options windows will open. Click on Browse to add the PST file.

Step 6. Select Folder pop-up will appear. Here choose Deleted Items and click OK.

Step 7. Click on the Clean Up Folder option to delete duplicate Outlook emails.

Drawbacks of the Manual Method

All three of the above manual tricks are helpful if you only have a small PST file that contains a hundred emails. If you have multiple emails in Outlook, the following limitations may occur:

  • The exact number of duplicates in the Outlook mailbox could not be determined.
  • Clean Up tool generates the error message “No messages were cleaned up. Only messages that satisfy your clean-up settings will be moved to the trash folder.”

Professional Solution to Merge and Remove Duplicate Emails in Outlook

If you want to overcome all these limitations of the manual method, you must use Merge PST File Tool to quickly merge without duplicates. This is a reliable solution to merge multiple PST files into one. With this software, users can delete duplicate emails in Outlook 2019, 2016, 2013, 2010, and 2007 and also remove duplicates from tasks, contacts, notes, calendars, etc.

Download and Install the software by clicking on the below button:-

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The software maintains the metadata properties and folder structure even after the merging process. You can easily add multiple PST files to Outlook at once without any fear of data loss or corruption.

Steps to Merge and Remove Duplicate Outlook Emails is as follows;

Step 1. Select PST data files.

Remove Duplicate Emails in Outlook

Step 2. Click on the Merge option and press Next.

Merge and Remove Duplicate Emails in Outlook

Step 3. Select Folders and choose merge in an Existing PST, Outlook Profile, or New PST.

Remove Duplicate Emails in Outlook

Step 4. Select the items you want to merge like Mail.

Select data items

Step 5. Select the Email Fields like Subject, Mail Body, To, From, Cc, Bcc, Attachments, etc.

Remove Duplicate Outlook Emails

Step 6. Hit the Next button.

completed merging Process

Author Suggestion

Deleting duplicate emails in Microsoft Outlook is not an easy task for users. To make it easier for users, we discussed the step-by-step solution to merge and remove duplicate emails in Outlook. In this blog, we mentioned both the manual and the professional solution. You can easily choose a solution according to your needs and delete duplicate Outlook emails.

Keep in mind that the tool helps you to delete duplicate Outlook notes, contacts, calendars, tasks, emails, and other data items based on multiple criteria.

Frequently Asked Questions from Users

How do I remove duplicate items in Outlook 2019?

You can follow some manual tricks to remove duplicate Outlook items:

  1. Configure the rules
  2. Set Inbox Update Frequency
  3. Clean Up Inbox
  4. Use PST Merge and Remove Duplicates Tool

Can I merge and delete duplicate emails at same time?

Yes, this Merge PST is an advanced tool that has the capability to merge Outlook data files and remove duplicate emails with a complete accuracy rate.

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.