How to Remove Duplicate Email Messages from Outlook 2016

The guide outlines some typical causes of identical, duplicate email messages in Outlook 2016 and the difficulties you might confront as a result. Additionally, it lists a few simple steps for deleting duplicate email messages from Outlook.

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Do you have a problem with duplicate emails in your Outlook 2016 mailbox?

While the accumulation of duplicate email messages might not initially seem like a big deal, it can present problems.

What Happens When There Are Duplicate Emails in Outlook 2016/2013/2010?

The following are some issues you may encounter as a result of redundant or multiple emails in Outlook:

• Impact the general efficiency and productivity of the Outlook application, necessitating the deletion of multiple emails in Outlook.
• Increase the size of your mailbox, which may result in data file corruption and Outlook hanging.
• Because business users must deal with numerous email messages and respond to each one, having the same copy of emails may result in duplication of effort. In other words, business users may end up replying and responding to the same message multiple times.

Before moving on to 'How to Remove Duplicate Emails in Outlook?,' It is crucial to comprehend the underlying cause of the problem. Once you've determined the root cause, you can use a suitable workaround to delete multiple emails.

Possible Causes of Duplicate Emails in Outlook 2016/2013/2010/2007

The following are some common causes of duplicate emails in Outlook:

1. Rules that are incorrectly configured

The most common cause of data duplication in the Outlook mailbox is incorrect rule creation in Outlook.

2. Brief Send/Receive Intervals

When the time between sending and receiving data is set for a short period of time, say less than 5 minutes, you may experience email duplication. The issue arises because, while Outlook is processing the request to send/receive the first email uploaded to the mail server, the next send/receive process begins before the previous one is completed.

3. Create Multiple Accounts

When the same email account is configured on multiple systems, incoming data may be synchronized multiple times. As a result, you may receive multiple copies of the same email in Outlook.

2. Brief Send/Receive Intervals

When the time between sending and receiving data is set for a short period of time, say less than 5 minutes, you may experience email duplication. The issue arises because, while Outlook is processing the request to send/receive the first email uploaded to the mail server, the next send/receive process begins before the previous one is completed.

3. Create Multiple Accounts

When the same email account is configured on multiple systems, incoming data may be synchronized multiple times. As a result, you may receive multiple copies of the same email in Outlook.

4. Incorrect Mailbox Configuration

You may receive the same email message, calendar entry, or contact multiple times as a result of incorrect mailbox settings when creating a user account.

5. Making Use of a Third-Party Anti-Virus Scanner

When an anti-virus program is installed on the same machine as Outlook, it has the potential to intercept 'Send/Receive' requests in Outlook. As a result, when Outlook sends and receives messages, it believes it is communicating with a mail server. However, the email client is communicating with the anti-virus scanner. This indicates that cutting off the connection to the mail server is the responsibility of the virus scan program.

The 'email message is not flagged as received' if the connection is not properly closed. This gives you the option of receiving the previously received message again during the next Send/Receive cycle.

Duplicate Email Removal in Outlook 2016/2013/2010/2007

To remove duplicate messages from your Outlook mailbox, repeat the following steps:

Step 1: Correctly configure the rules

Examine the Outlook Rules to ensure that they are not incorrectly configured, as this causes confusion among the various email folders.

Step 2: Configure the Inbox Update Frequency

The following steps will help you increase the frequency of Inbox updates:

• Open Outlook and then select Send or Receive.
• Select Define Send or Receive Groups next.
• Set the value for 'Schedule an automatic send/receive every' to anything between 15 and 30 minutes.

Step 3: Execute Inbox Clean Up.

MS Outlook includes a number of utilities and add-ins that can assist you in effectively cleaning duplicate emails in MS Outlook. Clean Up is a built-in utility that assists in the removal of duplicated inbox email messages. You can use this tool in the following ways:

• Launch Microsoft Outlook 2016.
• Choose the Inbox folder containing duplicate emails.
• On the Home menu, select Clean Up. Next, choose one of the following options based on the occurrence of duplicate items:
• Clean-Up Conversation: This deletes and moves any duplicate email messages from the conversation to the Deleted Items folder.
• Clean Up Folder: Using this option, you can delete duplicate email messages from a specific folder.
• Folder and Subfolder Cleaning: It will clean up folders and subfolders.

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

Step 4: Disable Outlook's Virus Scanner Integration.

As previously discussed, an integrated virus scan solution with Outlook can intercept Send/Receive requests. This may result in the download of duplicate messages.

To resolve this, consult the anti-virus manual to determine how to disable email protection. Wait for previous Send/Receive cycles to complete after disabling email protection. Then, ensure that duplicate messages are no longer being received and that the anti-virus program is functioning normally.

Refer to this Manual Guide to Delete All Email Messages or Duplicates.

Step 5: Use a Professional PST Duplicate Remover

TrustVare PST Duplicate Remover for Outlook is a possible solution for removing duplicate emails from Outlook. It not only deletes duplicate messages, but it also deletes junk files and makes Outlook more productive. No data is ever compromised because the tool is built with smart and powerful algorithms that detect and remove duplicate emails efficiently.

Essentially, the PST Duplicate Remover is a complete package that aids in the resolution of multiple Outlook mailbox issues.

It is compatible with Windows 10, 8, 7, Vista, XP, and earlier versions. Microsoft Outlook 2019/2016/2013/2010/2007/2003 is compatible with the program.

In conclusion

Email duplication in MS Outlook is a common problem that can occur in any Outlook version. It can have an impact on the email application's functionality, productivity, and performance. As a result, it is critical to remove duplicate emails.

Although there are manual workarounds available, implementing them all to fix removing multiple emails in outlook can take a long time. Furthermore, the honesty and importance of personal emails are always at risk. However, you can quickly remove duplicate email messages in Outlook 2016 and other versions by using a reliable Outlook duplicate remover tool, such as PST Duplicate Remover for Outlook.