How to Remove Duplicate Emails from Outlook Account?

Summary: Do you have duplicate emails in Outlook 2019/2016 or other versions? If your answer is absolutely yes then you are at the right place. This blog will show you how to remove duplicate emails from Outlook 2019/2016 and earlier versions. And what is the reason for the duplicates in Outlook?

Microsoft Outlook is one of the perfect email clients application. Many small and large organizations use Outlook as their default email client for sending and receiving email. It Known for its simple user interface, advanced security and advanced features.
. However, while using Outlook, many problems are encountered. Outlook duplicate email is also one of the many emails that users come across often. This is a common problem that can occur in all Outlook versions including Outlook 2019, 2016, 2013, 2010 and others.

In this article, we will discuss the reasons behind duplicate emails, how to stop receiving duplicate emails in Outlook, and how to delete duplicate items from Outlook easily. If you are an Outlook user and are looking for a simple solution to this problem, this article will help you.

Reasons Behind Delete Duplicate Emails Items from MS Outlook

There are many reasons why you receive duplicate emails in MS Outlook. Some of them are listed below.

  • Misconfigured Rules: Misconfigured rules in Outlook can cause confusion when receiving emails. It will result in duplicate items being sent.
  • Sync Issues: Sync issues can occur if your internet connection is slow or unstable. Therefore, you may see duplicate emails.
  • Short Send/Receive Intervals: Sending and receiving data too infrequently can cause email duplication issues.
  • Incorrect Email Settings: If your email settings are configured incorrectly when you create your account in Outlook, you may receive the same email multiple times.
  • Create Multiple Accounts: If you have set up the same email account on multiple devices, you may face the problem of duplicate emails.

Remove Duplicate Emails from Outlook – Manual Method

There are several ways to remove duplicate emails items from MS Outlook. You can choose between them depending on the reason for the replay:

#Method 1: Check your account settings

You may have done this more than once while setting up a PST file with Outlook. In this case, multiple accounts are added to Outlook using the same PST file, which results in duplication. So, to check it out, follow these steps:

  • Open MS Outlook and go to FileInformationAccount Settings
    After this the account setup window will open

Open MS Outlook Account

  • Go to the Email tab and find the name of the account you set up Outlook for. If it appears more than once, Remove it
  • To do this, move the cursor over the email account and click the Remove button at the top

Remove Button

  • Then click the Close button

#Method 2: Remove Duplicate Emails Items from Microsoft Outlook via Import / Export

With the import / export feature, you can also delete duplicate emails in Outlook. Follow the steps below:

  • Open Microsoft Outlook and go to FileOpen and ExportImport / Export Options

Open and Export → Import / Export Options

  • In the Import/Export Wizard window, Press the Import from another program or file option and hit the Next Option

Import from another program or file option

  • Now Select Outlook Data File (.pst) in the Import File window and click the Next button

Select Outlook Data File

  • In the Import Outlook Data File window, simply go to the .pst file and select the Don’t Import Duplicates → Next button

select the Don't Import Duplicates

  • Finally, select Outlook Data File to export the complete data and click the Finish button

click the Finish button

#Method 3: Try Using the Outlook Cleanup Tool to Remove Duplicate Emails from Outlook

Microsoft Outlook has a cleanup tool that allows you to remove duplicate items from an Outlook PST file.

  • First, Open the MS Outlook app
  • Then click the Cleanup Tool on the ribbon and expand all options
  • When you expand it, there will be three options, Conversation Cleanup, Cleaning Folder, Cleaning Folder, and Subfolders
  • Here you have to select the Clean folders and subfolders option
  • Now a Clean Folder dialog will appear asking if you want to continue cleaning or cancel. then pick the “Clean Folder” tab
  • Then, click on the Settings option to manually access the location of the Deleted Items folder
  • When you click on Settings, the Outlook Options window will open. pick the Browse Tab to add the Outlook PST file
  • Now the Select Folder popup will appear in front of you. Select the deleted item → OK button
  • Finally, click on the Clear Folder option to delete duplicate emails from Outlook inbox.

Disadvantages of the Manual Method

All the above manual solutions are only useful if there is a small PST file containing only a few hundred emails. However, if you have a lot of emails in Outlook, you may encounter the following limitations when using the manual.

  • The exact number of duplicates in the Outlook mailbox could not be identified. Therefore, there is no manual solution to find and remove duplicate from emails from Outlook.
  • During the deduplication process, the cleanup tool starts generating error messages such as “No messages have been deleted. Only messages that meet the cleanup settings will be moved to the trash folder”.

Automatic Solution to Remove Duplicate Emails from Outlook 2019, 2016, 2013

If none of the tips above can permanently remove duplicates from Outlook PST files, go to some professional solution. SysTools Outlook Duplicate Remover Software is an application that helps you to remove duplicate emails, calendars, tasks, notes, journals and contacts in Outlook.

This is one of the best apps to deal with duplicate email issues. It can also remove duplicate Outlook items from multiple PST/OST/BAK files. This is the best option for removing duplicate emails from the email field. In addition, it supports ANSI and UNICODE PST file types.

This software has been designed with all user requirements in mind. Find and remove duplicate emails in Outlook by matching certain attributes. For example, Subject, To, CC, From, etc. In addition, by adding folder options, the user can delete the duplicates of some of his PST files. It can be considered as a complete solution for all the basic needs of users. Apart from that, this tool also provides the ability to remove duplicate attachments from Outlook messages.

Quick Guide to Remove Duplicate Emails from Outlook 2019, 2016, 2013, 2010

  • Download the Tool and install it on your local computer

Download Duplicates Remover Tool

  • Click the Add File or Add Folder button to upload your PST file

Click Add file

  • After adding a PST file, all the folders it contains will be displayed. Here you can easily select and deselect folders

Display folders

  • Here, click the Destination option to select the desired destination location to save the generated files

desired destination location

  • Check the boxes in the Select Item Types section to remove duplicate data from emails, contacts, calendars, journals, tasks, and notes

Check the boxes in the Select Item

  • Click the Define Duplicate Criteria option to find and remove duplicates with specific email fields

Duplicate Criteria option

  • Here you can select one or more fields to customize the deduplication process. Then click the save button

select one or more fields to customize

  • We’ve added the option to apply filter options, giving you the freedom to add as many date filters as you like

apply filter options

  • After selecting a date filter, the next step is to select an action to apply to duplicates. For example, permanently delete, move to deleted folder, move to folder, mark and mark as expired

apply duplicates Options

  • After completing all the tasks, click the “Nextbutton to start the deduplication process

start the deduplication process

  • After all tasks are completed, click the Next button to start the deduplication process.


No one wants their email client to malfunction and malfunction because it affects performance. The same goes for duplicate emails, so it is important to remove duplicate emails from Outlook. So in this article, we have covered one of the best and most effective automated ways to remove duplicate emails in Outlook 2019, 2016, 2013, 2010 easily. However, the tool we use to delete duplicate emails in this article is a reliable tool that will remove duplicates from any version of Outlook no problem.

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