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Suppose you’re an old user of MS Outlook. In that case, you may know that duplicate emails easily come up in the mailbox, which leads to cluttering the inbox, making the Outlook mailbox full and creating confusion for the user while searching for critical messages, whether it originates from the import of multiple PST files, synchronization errors, or multiple accounts configured on many devices. So, in this article, we’ll discuss how to effectively merge duplicate emails in Outlook using manual and automated methods.

Why Duplicate Emails Exist in Outlook?

Before we dive into the solutions, let’s know the reasons why they appear in Outlook:

• Importing the same PST files multiple times.

• If your file got corrupted, your emails, including attachments and messages, got duplicated.

• If a user applies some wrong rules or add ins incorrectly, it may copy your complete folder or file and make it a duplicate.

• Your Outlook account is experiencing syncing issues with IMAP, Office 365 or Exchange, and as a result, almost all of your data has been affected.

Manual Methods to Merge Duplicate Emails in Outlook

Outlook doesn’t offer any built-in option for merging, but we can reduce duplicates:

1. Importing Without Duplicates

Outlook’s import tool lets you leave the duplicates aside during data file.

• Navigate to file > Open & Export > Import or Export.

• Select import from another file or program > Outlook PST file.

• Choose Do not import Duplicates.

2. Deleting and Sorting Manually

• Open the folders like inbox, sent, spam, etc.

• Sort using filters like subject, from, etc.

• Select all emails using Ctrl+A and click on Delete button.

3. Outlook Built-in Clean Up Tool

It has a mailbox cleanup tool that can easily reduce the size and improve performance.

• Nav to File > Tool > Mailbox Cleanup.

• You can easily use the 

1. Cleanup folder

2. Cleanup subfolder

3. Cleanup Conversations

• You can manually remove duplicate emails in Outlook.

Note: This only deletes redundant conversations that are older and have increased in size.

Cons: 

1. These manual methods are only reliable for a small inbox that has duplicates.

2. It’s very time-consuming for a large number of messages.

To prevent these drawbacks while using these manual steps, we suggest using an automated tool that can easily and quickly eliminate all & merge duplicate emails in Outlook without affecting your data structure.

4. Combine Duplicate Emails in Outlook: Using an Advanced Software

If you want to mix duplicates in a large mailbox or many PST files, use a professional SysTools Outlook Duplicate Remover software. It does not directly merge duplicates but eliminates them, so it will not affect your task. It has many features like:

• It supports many file formats like PST, OST and BAK.

• Can also access password-encrypted files.

• Maintained original attachments or formatting in your data structure.

• Provides many filters like subject, sender, date, time, etc.

• Also, compatible with previous versions of Outlook.

Steps to Use an Automated Tool

1. Launch & run the aforementioned software.

2. Tap on Add files to upload the files from your system.

3. It allows users to add a complete folder within or across folders.

4. Select the location in your destination option.

5. Choose the emails using the select item types.

6. Press the filters related to emails using specific duplicate criteria.

7. Hit OK to merge duplicate emails in Outlook.

Recommend: How to Merge Duplicate Contacts in Outlook

Benefits to Combine Duplicate Emails in Outlook

• Saves Space: It removes unwanted data to free PST data files in storage space.

• Prevent Confusion: Avoid archiving and replying to similar copies.

• Better Management: Maintain a structured & Outlook inbox clean.

Conclusion

In this article, we’ve discovered how to merge duplicate emails in Outlook using manual and automated methods. However, using manual solutions is affecting our Outlook inbox, whereas we recommend using the best and most effective tool so that it can save you time and effort by being accurate.