Summary: The guide highlights the common reasons that result in duplication of email messages in Outlook 2016 and describes the best ways to resolve an email replication issue without affecting the smooth functionality of the mailbox.

Have you ever noticed email duplication in your Outlook 2016 mailbox?

This is when more than one copy of mailbox data, specifically, email messages get accumulated in the mailbox and affects the overall performance and productivity of the application. If so, you must be looking for a reliable solution to remove Outlook 2016 duplicate emails from the Outlook PST file so that you can store data in a more organised way.

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Duplicated data not only consumes space on the drive but also makes the emailing application bulky. Due to a large volume of content, the PST size becomes outsized, and in severe cases, it leads to file corruption. Several reasons cause PST replication, and it is essential to detect the exact cause behind the replication.

Key Reasons that Result to Duplicate Emails in Outlook 2016/2013/2010/2007

Some common reasons that lead to PST data duplication are mentioned below:

1. Incorrectly configured Rules

Sometimes, the rules might be inappropriately configured by mistake; this creates confusion while you receive an email message. This builds up data duplication in the Outlook mailbox.

2. Short Send/ Receive Intervals

Due to the short frequency of Inbox updates, the email messages and other mailbox components might not be synchronized and this leads to data duplication.

3. Incorrect Account Setup

Multiple creations of the same email account can cause incoming data to synchronize repeatedly. Due to this, users encounter duplication in the Outlook mailbox.

4. Improper Mailbox Settings

Due to incorrect settings of the mailbox, while creating an account, you may receive the same email message, calendar entries, or contacts multiple times.

5. Using Third-Party Anti-Virus Scanner

When anti-virus program is set on the same machine that runs Outlook, the possibilities are that it intercepts Send or Receive request in Outlook.

What Happens when Duplicate Emails Occur in Outlook 2016/2013/2010?

Duplicate items in your mailbox can cause severe issues such as a slow performance of the PST or application, PST file corruption, and much more. Thus, it is important to clean duplicate emails in MS Outlook with utmost consideration. Let’s understand some common outcomes of the duplicate items in detail.

• Duplicated items in Outlook affect the productivity of mailbox and causes errors sometimes
• Each time the application starts, all the messages stored on the Server gets reloaded and this affects the performance of the machine
• More than one copy of the email or other mailbox items makes the PST outsized and causes corruption in the file
• Since business users have to deal with numerous email messages and reply to each message, duplication can be a major issue

Tips to Delete Duplicate Emails in Outlook 2016/2013/2010/2007

To remove duplicate emails from Outlook PST file, it is required to understand the actual cause of the problem. Once the cause is detected, apply the appropriate workaround. Listed below are the tips that you can use:

#1: Configure Rules Correctly

Check the Outlook Rules to ensure that they are not configured incorrectly as this creates confusion among various email folders

#2: Set Inbox Update Frequency

Increase Inbox update frequency by following the given procedure:

1. Open Outlook and click on Send or Receive button
2. Next, select Define Send or Receive Groups
3. Set ‘Schedule an automatic send/receive every’ value to anything between 15 and 30 minutes

#3: Run Inbox Clean Up

MS Outlook integrates several utilities and add-ins that help clean duplicate emails in MS Outlook effectively. One such built-in utility is Clean Up that can be executed manually from within the application. To run Clean Up for removing duplicated inbox email messages, follow the steps below:

1. Open MS Outlook 2016
2. Select the Inbox folder that contains duplicated emails
3. Go to Home menu and click on the Clean Up option available on the ribbon. Next, select any one option as per the reason for the occurrence of duplicate items:

• Select Clean Up Conversation from the drop-down options that appear. This will delete and move duplicate email messages existing in the conversation to Deleted Items folder
• Clean Up Folder option will allow you to delete duplicate email messages from a particular folder
• Clean Up Folder and Subfolders will clean up folders as well as subfolders

4. Next, right-click the Deleted Items folder and select the Empty folder option to delete the duplicate email messages permanently

#4: Anti- Virus Application

Antivirus app is somehow responsible for setting up and closing down Server connection and if the connection is not shut down properly the email message is not flag as received. Due to this, the user will see duplicates in its mailbox.

To resolve this, go through the anti-virus instruction manual to check the procedure to disable email protection. Once the email protection is disabled, let the Outlook encounter several Send or Receive cycles. Make sure that duplicated emails are no longer received and check if the anti-virus program is running as expected.

#5: Professional Outlook Toolkit

Stellar Toolkit for Outlook is a potential solution to remove Outlook duplicates. It not only removes the duplicate email messages but also removes junk files and makes Outlook more productive. No data is ever compromised as the tool is engineered using smart and powerful algorithms that detect duplicate emails and removes them efficiently.

The toolkit is actually a complete package to resolve multiple Outlook mailbox problems. It offers a number of functions such as repairing PST file, splitting PST into smaller proportions, compact or compressing the size of the PST file without compromising on a single bit of data, recover lost or deleted mailbox items from MS Outlook, merge PST files, recovery of lost or forgotten passwords, Conversion of OST to PST file etc.

It can be downloaded and installed on Windows 10, 8, 7, Vista and XP. and lower versions and supports

MS Outlook Support: Outlook 2019/2016/ 2013/ 2010 /2007 /2003

The Bottom Line

MS Outlook email duplication is a common issue that can occur in any release of the application. Undoubtedly, it affects mailbox functionality, productivity, and performance to a considerable extent; due to this, it is important to remove duplicate emails using a reliable method.

Although it is not a complicated procedure, the integrity and importance of email messages are always at stake. Therefore, a reliable duplicate remover mechanism must be utilized to remove the replicated emails and to save the original messages.

How to delete all duplicate emails from a mail folder in Outlook?

Sometimes, duplicate emails occur in Outlook because of downloading emails repeatedly, copying, importing from PST/CSV files, or other reasons. And this article is going to introduce two solutions to delete all duplicate emails from a mail folder in Outlook.

Delete all duplicate emails from multiple selected ones

With Kutools for Outlook’s Duplicate Emails feature, you can quickly find and delete them from multiple mail folders, or find and delete all duplicates from the selected ones with two clicks in Outlook. Click for 60-day free trial without limitation!

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Delete all duplicate emails from a mail folder by sorting

This method will guide you to sort all emails in a mail folder by subject, received time, sender, and attachments successively firstly, next manually pick out duplicate emails, and finally delete them. Please follow below steps:

1. In the Mail view, click to open the mail folder that you need to remove duplicate emails from.

2. Click View > Reading Pane > Off to turn off the reading pane. See screenshot:

3. Click View > View Settings to open the Advanced View Settings dialog box.

4. Now in the Advanced View Settings dialog box, please click the Sort button.

5. Then the Sort dialog box comes out. Please select Subject from the Sort items by drop down list, select Received, From, and Attachment from below Then by drop down lists successively, and click the OK button. See screenshot:

6. Click the OK button in the Advanced View Settings dialog box to save the sort settings.
Now it returns to the opening mail folder, and all emails are sorted by subject, received time, sender, and attachments successively.

7. Go ahead to click the From column header to group all emails by senders. See screenshot:

8. Holding the Ctrl key, select duplicate emails one by one manually; and then press the Delete key to remove them. See screenshot:

So far it has removed all duplicate emails in the selected mail folder already.

Delete all duplicate emails from multiple selected ones

In fact, even if you have sorted emails by subject, received time, sender, and attachments, it might be not easy to pick out all duplicate emails manually. This article will introduce Kutools for Outlook’sDuplicate Mails feature, which can quickly remove all duplicate emails with only several clicks.

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1. Open the mail folder, holding Ctrl or Shift keys to select multiple emails, and click Kutools > Duplicate Emails.

2. Now all duplicates among the selected emails are listed and marked with strikethrough. Please click the Delete button.
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3. Now a dialog comes out and tells you how many duplicated emails are removed. Please click the Yes button to close it. And then click Finish button to close the Duplicate Emails dialog.

Delete all duplicate emails from multiple mail folders

The Duplicate Emails feature of Kutools for Outlook can also search and remove duplicated emails from multiple mail folders in Outlook. Please do as follows:

1. Select no more than two emails, and click Kutools > Duplicates Emails.

2. In the Duplicate emails dialog, please check mail folders you will remove duplicated emails from, select Same folder or All selected folders from the Find duplicates in drop down list, and click the Delete button. See screenshot:

3. Now all duplicated emails are listing in the new Duplicate emails dialog. Please click the Delete button.

4. Now a dialog pops out and shows how many duplicated emails are removed. Please click the OK button to close it, and then click the Exit button to close the Duplicate emails dialog.

Demo: Delete all duplicate emails from multiple selected ones

Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 60-day free trial without limitation!

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• BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features..
• Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject..
• Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All.. Quick Report, Count Selected Mails..
• Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts.. Enable you to do smarter, faster and better in Outlook.