How to remove duplicates from MS outlook email messages

Outlook Duplicate Prevention and Removal Methods

Not surprisingly, we often forget even taking a look at first page of our Outlook email messages. The emails we have received months or years ago might be no longer useful, however, occupy space, leading degraded performance of the application. You do not even know that a single email is stored at how many locations in Outlook.

You should not be wondering on this; believe it or not, you will find multiple copies of one email if you have never cleaned up Outlook since the day you are using it. There may be various reasons for email delicacy. Furthermore, duplicates may be produced in various forms. This post will describe how to prevent duplicates from occurring and ways to remove if they occur.

Duplicates may take place if rules you have applied satisfy multiple conditions. Check that you have not set a rule to create copies of emails in Inbox and check that the rules you have implemented end in ‘Stop Processing’. Next, make sure that your system is running only one instance of MS Outlook; you can check it from the task manager because more than one instance will download a single message two times.

This is the way you can prevent receiving duplicate messages. Moreover, to prevent sending duplicate messages, you need to make sure that Outlook and antivirus program on your computer are not combined. In this case, duplicates may be produced while antivirus scans outgoing emails.

Duplicate appointments can be prevented by having a check on number of running Outlook programs. More than one running Outlook processes may result in duplicate appointments. If you find more than one Outlook programs, do the following:

  • Close Outlook.
  • Open Task Manager.
  • Go to ‘Processes’ tab and search for Outlook.exe.
  • Once found, click it, and then click on ‘End Process’.

Steps to Remove Duplicate Items in Outlook 2003/2003/2007

The following procedure removes duplicate items in MS Outlook 2007/2003/2002:

Step 1: In Outlook 2007/2002, go to the menu, click ‘View’, point the mouse over ‘Current View’, and then change the folder view to table type view. In Outlook 2003, click ‘View’ in the menu, put the mouse pointer on ‘Arrange By’ -> ‘Current View’, and then change to table type view.

Step 2: Right-click a column heading, click on ‘Field Chooser’.

Step 3: In the list, select ‘All<item name> fields.

Step 4: Bring ‘Modified’ field to table heading by dragging it.

Step 5: Check that the duplicate items and the original items have unique date. If yes, click ‘Modified’ heading to sort the items by date.

Step 6: click the first item in the list, press, hold the Shift key, and scroll down until the last item.

Step 7: Press Delete key to remove all duplicate items.

Duplicate Remover from Outlook 2010

In Outlook 2010, the procedure requires you to go to the ‘View’ tab from the Ribbon, and then click the ‘Change View’ to change the folder view to table type view. Next, right-click the column heading, click the ‘Field Chooser’, and then perform the same steps you did above to remove duplicates.

This process is helpful but has some limitations like it is lengthy, time consuming and sometimes it is not very effective and does not provide good results. Due to these limitations, many users do not prefer this method. If you are one of those users who do not want to perform the procedure manually or if above mentioned method is not very effective, then you can opt for professional Outlook duplicate remover software.

One such software is Stellar Phoenix Outlook Duplicate Remover. This software avoids all risk of PST file corruption removing duplicate emails. This supports all latest versions of Windows OS like Windows 8, Windows 7, Vista, Windows XP etc. Along with that it supports Outlook 2010, 2007, 2003.

So, whenever you face any problem due to over-sizing of Outlook PST file, opt for this tool and get rid of all duplicate items from your Outlook mailbox.

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