Computers and Technology

How to Prevent Duplicate Emails in Outlook?

Prevent Duplicate Emails in Outlook

Personal files (.pst) can be created, stored and extracted from Microsoft email. It can be considered as a database that stores different items in a text box. It can be used to back up important sessions and export files for migration. You can import the PST file directly into the client to access the old email. This can lead to a lot of random people showing up in your inbox. There are many ways to delete duplicate emails in Outlook 2007, 2010, 2013, 2016 and 2019 PST. You can do this manually by following the simple steps in this article. He talks about all the causes of equality and their effects. Read the full article to stop copying emails in Outlook. Duplicate data emails in MS Outlook affect users. But its removal is mandatory. Removing duplicates from Outlook is not easy. In this article, we share with you tips and tricks to prevent duplicate emails in Outlook and other items.

This article provides answers to questions that users have when they see duplicate emails in Outlook. In this guide, we will learn how to prevent Outlook OST and PST duplicates, where they come from and how users can get rid of them. All files for Microsoft Outlook, desktop emails are saved in PST file format.

User Query

“Hello, I have been using Microsoft Outlook for the past 2 years, but for the past few weeks, Outlook is not working and is sometimes interrupted during work. So when I try to find out what is behind the slow performance of Outlook, I see. that the storage space is almost full, after solving the problem I finally found a lot of duplicate emails in my thoughts in the inbox now I don’t know what to do. If anyone knows how to solve it in outlook Solution for duplicate emails please help me.

As we have seen, duplicate emails in Outlook can cause many problems, so it is important to remove duplicates from Outlook. So, in this blog, we will discuss the main reasons for duplicate emails in Microsoft Outlook and how to delete and remove emails data from Outlook without losing important data.

Why Should You Prevent Duplicate Emails in Outlook – and the Consequences?

Here are some common effects of recycling items in Outlook:

  • This can be a problem for any user trying to manage email efficiently.
  • This is possible because all matching objects must be loaded from the server.
  • Having duplicate contacts in Outlook is also not easy. The same element can have multiple copies, one edited and the other unedited. Sending incomplete business cards to important customers can cause problems.
  • It’s just a big deal if one day someone opens an account and sees multiple copies of the same email in Outlook.
  • This affects all production workers and leads to significant business time spent clearing the balance.

Top Some Reasons for Duplicate Emails in MS Outlook

There are many reasons behind duplicate emails that users receive or send in Outlook. These are the main reasons explained below

  • The Emails Received are Corrupted or Incomplete: Many copies of emails in Outlook are the result of corruption. This can happen with any email product you receive or send. The problem can be fixed immediately from the server side with the IT administrator.
  • Synchronize Outlook Emails Cross Devices: Many Outlook users use the same Outlook profile on multiple devices such as tablets, laptops, mobile devices, etc. This leads to a lot of printing or printing emails. Users can solve this problem by manually deleting emails one by one.
  • Outlook Configuration Not Configured Correctly: MS Outlook creates copies during each send/receive cycle. This is due to account setup; after contacting the IT manager, “Leave a copy of the message on the server” check box expires.
  • Synchronize Outlook Emails Across Devices: Many Outlook users use the same Outlook profile across multiple devices such as tablets, laptops, mobile devices, etc. This creates multiple copies or hard copies. Users can solve this problem by manually deleting the messages one by one.
  • Outlook Configuration is Not Set Correctly: MS Outlook makes a copy of every send/receive cycle. This is because the account has been set up; checkbox “Write a copy of the message to the server” checkbox. To work on this problem, users can close accounts in all versions of Outlook.
  • Instant Import of PST Files into Outlook Profile: User archives emails into PST files for backup and export. If you want to import PST files into the same Outlook profile that you exported to, it should be a copy of all mailbox items.

Manual Way to Prevent Duplicate Emails in Outlook

Method 1: Simple steps to avoid receiving Duplicate Emails in Outlook

  • First, right-click the taskbar, and then click Start Task Manager
  • Now go to the process tab
  • Click on the image title. This will sort out all the processes in the script. It should contain only “Outlook.exe”. If you have multiple accounts, you can receive emails in parallel
  • Right-click “Outlook.exe” in the window that appears, and then click End Task. Click Yes when prompted for confirmation.

Method 2. Avoid the steps below to receive a copy of the email

Do not leave copies of your messages on the server

  • Open Microsoft Outlook
  • Click Tools and select Email Account
  • Hit View or edit existing email, and then click Next
  • Choose the desired emails account from the list and Press Change
  • Now Select on More settings and Choose the Advanced tab.

Expert Solution to Prevent and Stop Duplicate Outlook Emails

Outlook Duplicate Remover Software is the best professional and automatic solution to remove multiple email duplicates from Outlook PST files. This program can detect and view multiple duplicates in one and multiple PST files simultaneously. This tool ensures that you do not lose data and is designed with smart algorithms to check the balance.  This Utility designed to deduplicate messages, contacts, and other mail items. You just need to install the Microsoft email client and configure it with a dummy POP3 profile for it to work. This tool is compatible with the latest versions of Windows 11,10 and earlier versions of 32-bit and 64-bit computers.

If you want to remove duplicate emails related to a specific time interval, you can choose a filter option. Outlook Remover offers email filters and task filter functions to remove duplicate emails from a specific domain. With this free Outlook email removal tool for Outlook, you can save mailbox items from regularly added PST files. In addition, the software offers an easy-to-use interface; both technicians and non-technicians can easily use this software.

Steps to Prevent Duplicate Emails in Outlook 2021, 2019, 2016, 2010

  • Firstly, Download and Install the application on your Windows computer

Add Outlook Data files

  • After installation, launch the software and click Add File or Add Folder to add the file

Select Add files

  • Select In Folder and Across ” options and Select “Next” to continue

Select Folder

  • Now select Search for duplicates in the selected folders and select the item sent. After that, Choose the destination to save the deleted data report

change destination

  • Select a message group from the filter options and repeat

filter options

  • Now select one or more fields from the duplicate list to edit the deduplication list

select one or more fields

  • Click Select List in the drop-down menu and Select the Duplication Options you want to use for the repeated content

Select the Duplication Options

  • Click Next to begin extracting duplicate items from your Outlook Mail folder.

Click on next button

You can download free duplicate email removal software to evaluate paid tools. You will get all the premium software features in the free software. But the demo tool has limitations. You can only delete 15 items from a folder using the trial version of the software.

Why this Automatic Software?

Yes, there are many deduplication tools available to remove duplicates from Outlook, but most of them are just spam. However, the software used in this blog is the most efficient and accurate. In addition, due to its characteristics, this tool is used by most automatic software. Some advantage features are listed below.


  • The tool can manage the file hierarchy and store metadata
  • It provides several fields like Bcc, Subject, Cc, Start Date, Author etc to remove duplicates from your MS Outlook account.
  • This tool provides many functions to delete duplicate emails from Outlook, such as permanent deletion, move to deleted items, move to folder, mark and mark as expired.
  • The tool has two folder options such as remove duplicates from one folder or remove duplicates from all folders.
  • Scheduled dates help you delete emails at a specific time.
  • Compare the conditions for deleting duplicate Outlook emails with the rules
  • After deleting duplicate email items, create a new copy of Outlook email as PST file.
  • Extract duplicate emails from Microsoft Outlook folders and folders.
  • Install and run all versions of Windows, then uninstall your copy of Microsoft Outlook email client

In Conclusion

This article focuses on the causes and solutions to prevent duplicate emails in Outlook. Here we talk about the book method with a little progress. Therefore, to save your time and energy, we recommend using a solution that immediately checks your Outlook files and removes duplicates.

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