Remove Duplicate Emails From PST File in Outlook

Duplicate emails in Outlook can quickly clutter your mailbox and inflate your PST file size. Over time, they make it difficult to manage emails efficiently. As a result, it often leads to performance issues. If you’re dealing with this problem, you’re not alone. Fortunately, using the DRS Softech Outlook Duplicate Remover Tool, you can remove duplicates from PST with ease. In this blog, we’ll explore the reasons behind duplicate emails, manual methods to remove them, and how a professional solution can keep your mailbox organized.

Why Do Duplicate Emails Appear in Outlook?

Duplicate emails can show up in Outlook for a variety of reasons, most of which are related to how the application is set up or how data is handled. Here are some of the most common causes:

• Incorrect email rules or filters
• Multiple account configurations
• Frequent importing/exporting of PST files
• Poor sync settings with mobile or third-party apps
• Antivirus or firewall interference during the send/receive process

Understanding these causes is the first step toward fixing the issue. Along with that, it prevents it from happening again in the future.

How to Remove Duplicates from PST File?

Now that you know why duplicate emails appear in Outlook, let’s look at the best ways to remove them from your PST file and keep your mailbox clean and efficient. There are two main ways to remove duplicate emails from a PST file:

• Manual Techniques (Built-in Outlook features)
• Automated Solution using the Outlook PST Remover Tool.

Method 01: Clean Up Option to Remove Duplicates from PST File

Outlook offers a built-in Clean Up feature that helps you quickly remove duplicate messages from your mailbox. It works when you delete repeated emails within conversations, when they appear in the same folder or thread.

Step 01: First of all, open the MS Outlook and go to your mailbox.

Step 02: After that, click on the Home tab at the top.

Step 03: In the Delete group, select the Clean Up dropdown.

Step 04: Choose Clean Up Folder & Subfolders. A prompt will appear; click Clean Up to confirm.

Important Note: Outlook will now scan the selected folder and its subfolders for redundant messages and move them to the Deleted Items folder.

Method 02: Identify and Delete Duplicate Email Accounts in Outlook

If you’ve added the same email account more than once in Outlook. As a result, you might get the same email more than once. To avoid this, it’s important to review your account list and remove duplicates from PST. 

Step 01: Open Outlook. Click on the File tab in the top-left corner.

Step 02: Now, select Account Settings, then click on Account Settings from the dropdown.

Step 03: Under the Email tab, you’ll see a list of all the configured accounts.

Look for duplicate entries,  those pointing to the same email address.

Step 04: From the given list, select the duplicate account and click Remove.

Step 05: At last, confirm the removal when prompted. Click Close to exit the settings window.

After removing any unnecessary accounts, restart Outlook to ensure changes are applied correctly.

Method 03: Import & Export Feature to Remove Duplicate Emails in Outlook

Another way to deal with duplicate emails in Outlook is by using the Import/Export option. This method doesn’t remove duplicates on its own, but it helps you export only the clean data and remove duplicate emails from PST file: 

Step 01: Again, navigate and open Outlook and click on the File tab.

Step 02: Next, choose Open & Export, then click on Import/Export.

Step 03: After that, choose Import from another program or file >> Next. 

Step 03: Now, choose Outlook Data File (.pst) and hit Next.

Step 04: Browse and select the newly exported PST file. Choose Do not import duplicates. Click Finish to remove duplicates from PST.

Limitations Associated with the Manual Removal

Manual methods in Outlook can help you remove duplicate emails, but they come with several drawbacks if you’re dealing with large or complex PST files. Here are some key limitations:

• It takes a lot of time to remove duplicates manually.
• Manual checks can lead to missed or wrongly deleted emails.
• Outlook’s built-in tools don’t work across all folders.
• There’s no option to remove duplicates in bulk.
• Outlook doesn’t automatically detect or block future duplicates.
• You might accidentally delete important emails.

Due to these limitations, manual removal is best for small-scale cleanups. If your Outlook PST file is too large or heavily cluttered, a professional tool is a better option.

Method 04: Quick & Simplified Solution to Remove Duplicates from PST

If you’re struggling with duplicate emails, contacts, or calendar entries in Microsoft Outlook, the DRS Softech Outlook Duplicates Remover Tool offers an efficient and user-friendly solution. It helps clean up your mailbox and improve Outlook performance. This utility is perfect for users who want a fast, accurate, and hassle-free way to declutter their Outlook data.

• Removes duplicate emails, contacts, calendars, tasks, notes, and journals from PST files.
• Moreover, you can scan specific folders or the entire PST file based on your needs.
• You can define custom matching criteria like sender, subject, date, and attachments.
• Along with that, it offers a preview feature to review duplicates before deleting them.
• This utility supports batch processing. So, you can process multiple PST files at once. 
• The original folder structure of the Outlook data file remains same after the cleanup.
• It works without needing Outlook installed and supports all major Outlook versions, including 2021, 2019, 2016, and older.

Simple Steps to Remove Duplicates from Outlook PST File

• Firstly, download and run the Outlook Duplicates Remover Tool on your PC. 
• Afterwards, pick the single or multiple PST files and click on the Browse button. 
• Choose the folders (Inbox, Sent Items, etc.) and click on the Open button to add.
• In the next panel, you can see the detailed preview of the Outlook data files(PST).
• Select a destination folder where the cleaned PST file will be saved after removal.
• Apply additional features. Click the Next button to remove duplicates from PST file. 

Conclusion

When duplicate emails start gathering, they not only waste space but also reduce the efficiency of your Outlook experience. While manual methods work for small folders, they’re not ideal for larger PST files. For a hassle-free and precise cleanup, the recommended utility will be the appropriate solution. It simplifies the process, maintains data integrity, and ensures your mailbox remains organized. If you’re ready to declutter your Outlook, now’s the perfect time to give this solution a try to remove duplicates from PST.