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“How can I clean up my Outlook mailbox” is one of the most asked queries from most of the Outlook users. Basically, If you are using an Outlook email client then after a certain period of time you will reach the limit of your mailbox storage. But due to a lack of knowledge, you do not know how and from where to start to clean up the Outlook mailbox? Then this blog is definitely for users like you.

1. Clean Up Tool For Outlook On Computer
2. Clean Up Tool In Outlook

I have noticed that there is a vast amount of support for Outlook on the intranet but it is mainly for the desktop app and trust me, there is a BIG difference between the Outlook desktop and Outlook on-the-web. BTW, I just found Nate Chamberlain’s tips to clean up your Outlook desktop! So, here’s what we advise our colleagues. Click Tools; Mailbox Cleanup is from the pull-down menu; Click it, there will appear a Mailbox Cleanup window. See Fig.1: Fig.1. In Mailbox Cleanup window, you can view your mailbox size, manage the size of the mailbox to better send or receive mails. You can also empty the deleted items, auto archive and so on. Open MS Outlook 2016. Select Inbox and find out duplicated emails. Click Home menu and hit on cleanup option. Select clean Up Conversation from the option of drop down to remove duplicate in PST File. This will delete and move duplicate email message present in the conversation to delete items. Outlook has a special Conversation Clean Up feature for this which you can find on the Home tab. When using Office 365 with the Single Line Ribbon, click on down arrow of the Delete button to see the Clean Up commands. You can set your cleanup preferences by going to; File- Options- section: Mail- option group: Conversation Cleanup.

Generally speaking, there are no single methods provided by Microsoft Outlook that help you to clean up the Microsoft mailbox. So, after considering the limitation of Microsoft Outlook we are going to discuss a set of methods that can easily clean up your Outlook mailbox effectively.

In addition, there are also technical benefits of cleaning up your Outlook mailbox, like a clean mailbox has a much faster loading speed, less clutter in your search result, and also gives you better productivity.

Manual Techniques to Clean Up Outlook Mailbox

In this section, we are going to discuss some manual tips and tricks that will easily full fill the query of how can I clean up my Outlook mailbox. But before starting the cleanup process first we need to know how full your mailbox really is. So to get an overview of the total size of your Outlook mailbox follow the mentioned steps

In Outlook 2010 2013 2016

• First, go to the File menu
• Now, go to section Info >> button Cleanup Tool.
• Select Mailbox Cleanup.

In Outlook 2019

• Go to the File option.
• Now, go to section Info>> Tools

Once you know the file size of your mailbox then you have a good overview of how big the folder is and how to start the mailbox cleaning process.

Tip #1 Manage Sent Items.

When you send any emails to someone, then copy of your messages saved in the sent folder. So if you have old sent messages which are no longer need for reference then select all of them and delete them to free up your Outlook mailbox size.

Note: Microsoft Outlook also provides an archive service that lets you save the older messages.

Tip #2 Remove Junk Emails

If you want to clean up your mailbox space, then always clear your junk email folder from Microsoft Outlook. So, to delete items from the junk email folder simply select the junk emails folder option and right-click and select Empty Folder.

Tip #3 Empty the Deleted Items Folder

In Outlook everything you delete is wind up in the deleted item folder. And If you are not removing items from the deleted folder regularly, then it will consume your mailbox space. Always remember to delete your deleted item folder and the process of emptying is the same as the junk folder.

Tip #4 Download Attachment to your Computer

Email attachments are one of the major factors which consume most of the space in your mailbox. So to keep an inbox free of clutter, then start organizing your attachments by saving them to on your computer local folder instead of keeping in them in Outlook.

If you have a large number of attachments saved in your Outlook and you are getting a problem while saving process, then you can try Outlook Attachment Extractor Tool. This tool is a blend of advanced features with a straightforward user interface that helps both technical and non-technical users to save multiple attachments from Outlook to their local system or folder. Also, the software supports Outlook PST, OST, MSG, and BAK files.

Clean Up Tool For Outlook On Computer

Note: To know the Working Step CLICK HERE

Tip #5 Remove Duplicate Items from the Mailbox

Duplicate items in the mailbox are one of the main culprits that are responsible for filling your mailbox and make it oversized. So, it is important to delete your duplicate items from Outlook. Duplicate item in Outlook creates various problems like slow processing speed, software freezing, and sometimes Not Responding Issue. So it is very important to delete duplicates from the Outlook mailbox and to delete duplicate items from Outlook you can use the Microsoft inbuilt option that is known as the Clean Up tool. By deleting duplicates from your mailbox can reduce the size of the mailbox by approx. 35%.

We said above duplicate items are the main culprits in increasing the size of a mailbox or also we suggest a Microsoft Outlook inbuilt utility to delete duplicates. But Clean Up utility is not guaranteed you that it will remove all the duplicates from your Outlook mailbox. So, if you want a surety while removing duplicates from Outlook, try an automated solution i.e., Outlook Duplicate Items Remover.

This tool is a combination of advanced features and an easy user interface that helps both technical and non-technical users. The software is capable to remove duplicates from Outlook items such as email, contacts, calendars, tasks, journals, and notes and support Outlook PST, OST and BAK files.

Conclusion

As we said above how can I clean up my Outlook mailbox is one the most asked and searched queries from Outlook users. Because an oversize mailbox can affect your Outlook application and data various manners like in some cases you may encounter data corruption or program freezing issue and these issues will definitely affect your workflow. So, it is very important to clean up your Outlook mailbox from time to time to improve your workflow or your application productivity. Therefore, in this article, we have discussed some tips that will surely help you in order to clean up your mailbox in Microsoft Outlook.

Are you having duplicate email messages in Outlook 2019 / 2016 or any other version? If yes, then you have reached the right place. This blog will let you know how to remove duplicate emails from Outlook 2019 / 2016 and below version. In addition to this, what are all the possible causes of duplicates in Outlook.

In every organization, emails are really important as most of the communication is done via them only. This is the reason Microsoft Outlook is among the top choices of users when it comes to an email client. It is so much popular because of the advance features to manage emails efficiently. But, like any other mailbox, Outlook users also suffer from duplicate emails issue.

On a daily basis, the number of emails are increasing in our mailboxes. Above this, if there are some duplicates also, the management of email message become a tedious task. Apart from this, it hampers the workflow of users in multiple ways. For example, storage space issue, slow down Outlook performance, etc.

All such reasons make users think twice about how to deal with these duplicates in Outlook. Thus, to make this task easier, multiple ways to remove duplicate emails from Outlook 2019 / 2016 / 2013 and below versions are covered here.

Looking for a simple, reliable, and instant solution to deal with duplicate emails in Outlook? Try this SysTools Outlook Duplicate Remover tool, it is totally safe and secure method to remove duplicate emails in Outlook PST/OST/BAK files. Moreover, you can download it here, at free of cost by one simple click.

• Download and Install Outlook Duplicate Remover on the local machine.

• Upload PST file(s) by clicking on “Add File(s)” or “Add Folder” button.

• Choose between the two options to delete duplicate: Within or Across Folder.

• Click Change to choose the location to save resultant PST file.

• Choose data items, i.e., Emails, Contacts, Calendars, Journals, Tasks and Notes to remove duplicate.

• Now, Choose Specify Duplicate Criteria option to specify properties or field to remove duplicate.

• The following message appears after process completion. And you are done with the process of remove duplicate emails from Outlook.

What Are the Possible Causes of Duplicates in Outlook?

Before jumping to the solution to find and remove duplicate email messages of MS Outlook, have a look at the reasons behind the duplicates.

• Mistakes in Outlook Rules: It might be possible that incorrect rules are configured. This might result data duplication in Outlook mailbox.
• Short Send/Receive Intervals: If the frequency of Inbox updates is set short, the emails, mailbox components will not get synchronized properly. This might also results in data duplication.
• Incorrect Account Settings: If you have configured the same email account multiple-times, then the incoming data will get synchronized again and again. It can also leads to duplicate emails messages in Outlook mailbox.
• Improper Mailbox Setup: It can also be possible that you have incorrectly set your mailbox while creating an account. Therefore, you might be receiving the same email message, calendar and contacts again and again.
• Due to Antivirus: In some cases even an anti-virus installed on the system can intercept the Send/Receive process of Outlook.

How to Remove Duplicate Emails From Outlook 2019 / 2016 / 2013 / 2010

Clean Up Tool In Outlook

There are multiple ways to delete duplicate email messages from Outlook. You can choose between them as per your cause of duplicates:

Method 1: Check Account Settings to Remove Duplicate Emails in Outlook

There might be possibility that while configuring PST file with Outlook, you have done it more than one time. In such case multiple accounts are added to Outlook with same PST file, which results in duplicates. Thus, verify this, follow the steps mentioned below:

1. Open MS Outlook and move to File → Info → AccountSettings

2. An AccountSettings window will open in front of you

3. Go to E-mail tab and look for the account name that you have configured Outlook. If it appears more than once, simply remove it

4. To do this, move cursor to the E-mail account and click on the Remove button from the top

5. After following click on the Close button

Method 2: Remove Duplicate Emails from Outlook Via Import/ Export

With the help of Import/Export feature, you can also remove duplicate email messages in Outlook. Follow the steps mentioned below:

1. Open Microsoft Outlook and navigate to File → Open & Export → Import/Export option

2. In Import and Export Wizard window, choose Import from another Program or file option and click on the Next button

3. Now, choose Outlook Data File (.pst) on Import a file window and click on the Next button

4. On Import Outlook Data File window, simply Browse the .pst file and check Do not import duplicates option → Next button

5. At last, choose Outlook Data File to export complete data and then on Finish button.

Method 3: Try Clean Up Tool of Outlook to Remove Duplicate Emails from Outlook

Microsoft Outlook has one Clean Up Tool that let you delete duplicated items from Outlook PST file. To use it in a proper way, follow the steps mentioned below:

1. First of all, open MS Outlook application
2. Then, click on the Clean Up tool from the ribbon bar and expand all the options.
3. As you expand it, three options will be displayed i.e., Clean Up Conversation, Clean Up Folders, Clean Up Folders & Subfolders
4. Here, you have to choose Clean Up Folders & Sub folders option
5. Now, a Clean Up Folder dialog box will pop up, asking you whether to proceed with clean up or cancel? Simply, click on the Clean Up Folder option
6. After that, click on the Settings option to enter Deleted Items folder location manually
7. As you click on the Settings, an Outlook Options window will open. Click on the Browse button add PST file
8. Now, Select Folder pop up will appear in front of you. Choose Deleted Items → OK button
9. Finally, click on the Clean Up Folder option to eliminate duplicate emails from mailbox of Outlook.

Flaws of Deleting Duplicate Items in Outlook Manually

All the above discussed manual solutions are useful only when there is a small size PST file containing only hundreds of emails. But, if you have large number of emails in Outlook, you might face following limitation while using manuals.

• Unable to identify the exact number of duplicates in Outlook mailbox. So, locating and removing duplicate emails from Outlook via manual solution will not be an option.
• Clean Up tool starts generating error messages like “No messages were cleaned up. Only messages that satisfy your clean up settings will be moved to the trash folder.” during the duplicate removal process.

Remove Duplicate Emails from MS Outlook Professionally

If a user is looking for a simple solution or wants to avoid the manual solution limitations, go for the professional solution. Outlook Duplicate Remover is one such application that can help you remove duplicate email messages in Outlook.

The software is designed by keeping all requirements of users in mind. One can find and remove duplicate email messages in Outlook by matching particular attributes. For example, subject, to, cc, from, etc. In addition, a user can also delete duplicates from multiple PST files in bulk via Add Folder option. It can be treated as one-stop solution to fulfill all basic requirements of users.

Time to Wrap Up

Handling duplicates one of the difficult task faced by the users. Thus, to make this task easier for the users, multiple ways to remove duplicate emails from Outlook 2019 / 2016 / 2013 /2010 PST file are discussed above. This blog will cover all manual and professional solution for the user. A user can pick between them as per his or her requirement.

Frequently Asked Questions

If you want to remove duplicates in Outlook 2016 and other versions either Run Inbox Clean Up tool or take help of some third-party tool

Yes, with the help Outlook Duplicate Remover, you can delete duplicate emails with same subject and many other emails fields.

There are several reasons behind this:
Rules are not configured properly
Due to antivirus
Short interval for Send/ Receive
Incorrect account setup, etc.

Storage space issue
Start creating confusion
Management of emails becomes difficult
Slow performance of Outlook

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