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Sunday, 17 June 2012
6/17/2012 08:42:00 pm 1

6 Top Reasons & Tips to Overcome duplicate mails from Outlook



Sometimes while using MS outlook, it may happen that you have receive same e-mail multiple times and it is a very annoying thing which hampers your work and time too. Do you know the reason why this happen? Please keep reading this article to know the reason and its prevention methods.


Reasons and Tips to overcome duplicate mails issue:
1. Having Multiple Accounts:
When you configure multiple accounts in Outlook, It may be possible that you create alias on the same mailbox i.e.  all mails from either alias is being received in the same mailbox. These accounts will collect the same e-mail and thus create duplicates in your mailbox.

To prevent duplicates you must configure the alias account by following steps:

Outlook 2007 and previous
Tools-> Options-> tab Mail Setup-> button Send/Receive-> button Edit…-> select the alias account-> uncheck Receive mail items

Outlook 2010
tab Send/Receive-> button Send/Receive Groups-> Define Send/Receive Groups…-> button Edit…-> select the alias account-> uncheck Receive mail items

2. Outlook may download an email twice from one or more POP3 servers due to one of the below given reasons:
When the Deleted Items folder is getting empty, a background synchronization happened at the exact time.
If you intentionally leave messages on the mail server, then those messages are downloaded again on the next Send/Receive cycle.
If you have two or more alias accounts pointing at the same POP3 server or other inconsistent occurrences.

3. Re installation and re-configuration of Microsoft Outlook could also Outlook duplicate records:
While installing a fresh installation of Outlook with your email account, you select your old .pst file as the delivery location. Your old emails are already stored in your .pst file but the server will also download them again and create Outlook duplicates.

To prevent this problem follow the below given procedure:

For Outlook 2002/XP and 2003
1.Connect to your original pst-file by File-> Open-> Outlook Data File… and once opened move all the newly received e-mails to that pst-file.
2.Close Outlook and go to Control Panel-> Mail-> button Data Files…-> button E-mail Accounts-> button Next-> at the bottom you can select the original pst-file as the default delivery location and press Finish.
3.Press the button Data File and remove the other pst-file. If you want to keep your computer clean press the Settings button first and write down the location of the pst-file so you can physically delete the file as well and not just the connection to it.

For Outlook 2007
1.Connect to your original pst-file by File-> Open-> Outlook Data File… and once opened move all the newly received e-mails to that pst-file.
2.Close Outlook and go to Control Panel-> Mail-> E-mail Accounts-> tab Data Files. Select the the original pst-file and press Set as Default
3.Select the other pst-file and press Remove. If you want to keep your computer clean press the Settings button first and write down the location of the pst-file so you can physically delete the file as well and not just the connection to it.

For Outlook 2010
After configuring your account in Outlook 2010, you can specify the delivery location to an already existing pst-file instead of letting Outlook create a new one for you.
To change the delivery pst-file for your account after you have configured your account use;
File-> Account Settings-> Account Settings-> select your e-mail account-> button Change Folder-> select New Outlook Data File and browse to your original pst-file.

4. Your firewall and/or anti-virus software can also create Outlook duplicates: Your firewall or anti-virus software may interject itself and cause failure at any point in the mail sending/receiving process.The emails that were downloaded before the point of failure will be downloaded again on the next Send/Receive, thereby creating duplicate emails in your Outlook inbox.

To prevent this problem:
Change your security settings to not interfere with Outlook. You may check the documentation of your firewall software to learn how to configure your firewall for e-mail retrieval with Outlook.

5. Your rules in Microsoft Outlook:
If you have multiple rules set up to deal with incoming email messages, there's a possibility that Outlook could create duplicates in order to satisfy two different rules.

To prevent this problem:
> Add the action "stop processing more rules" to the rule.
This way, if a rule has already been applied to a message, no further action will be taken and duplicates will not be created to satisfy all rules.

It’s a time consuming and difficult process to clean up the duplicates manually. To perform more efficient and easy clean of duplicates, you can choose a duplicate remover tool from the wide range of duplicate remover tools available in market.

6. Synchronization of your Outlook with a PDA: If you have the same Outlook record stored under different terms in Outlook and your PDA, then duplicate emails can occur.

To prevent this from happening, follow the below given procedure:
> Create a new secondary Outlook account (not configured for email)
> Synchronize all of your contacts from your PDA into this account as new.
> Then clean them up to match your original Contacts folder, and synchronize back into your PDA.
> Delete the secondary Outlook account.

1 comments:

  1. Thanks for the nice tips. I would like to point out here that though Microsoft Outlook is a good email program, it is also the most targeted program by spammers, hackers and malware developers.

    Microsoft Outlook Problems

    ReplyDelete