Duplicate emails in Outlook 2021 can quickly clutter your inbox and waste valuable time. Whether they’re from repeated newsletters, an accidental sync, or just a glitch in the system, removing them can improve your email management. Fortunately, there are several ways to efficiently get rid of duplicate emails in Outlook 2021. Here’s a step-by-step guide on how to do it.

Why Do Duplicate Emails Appear in Outlook?

Before diving into how to delete duplicate emails, it’s helpful to understand why they appear in the first place. Common reasons for duplicates include:

• Multiple email account syncing: When you sync more than one email account or device, the same emails might appear in your inbox multiple times.
• Improper sync settings: Incorrect IMAP or POP3 settings can cause emails to be downloaded more than once.
• Glitches or bugs: Sometimes, Outlook can download the same email several times due to system glitches or software errors.
• Manual error: Accidentally clicking "Send/Receive" repeatedly or other user errors can cause emails to duplicate.

Now that we know why duplicates might appear, let's explore how to get rid of them.

Method 1: Use the "Clean Up" Tool

Outlook 2021 comes with a built-in tool to remove duplicate messages. The "Clean Up" feature is specifically designed to help you quickly delete duplicate emails.

Steps:

1. Open Outlook 2021 and navigate to the folder where you want to delete duplicate emails (such as Inbox or Sent Items).
2. On the Home tab, in the Delete group, click on the Clean Up button.
3. A drop-down menu will appear with three options:
• Clean Up Conversation: Removes duplicate emails within a single conversation.
• Clean Up Folder: Removes duplicate emails in the entire folder.
• Clean Up Folders & Subfolders: Removes duplicates in the selected folder and its subfolders.
4. Select the option that best fits your needs. For instance, if you want to clean up your entire inbox, select Clean Up Folder.
5. Outlook will prompt you to confirm the action. Click Clean Up to proceed.
6. Outlook will now delete any duplicate emails and leave only the most recent ones.

Method 2: Manually Sort and Delete Duplicates

If you prefer more control over the process or if the Clean Up tool doesn’t work well in some situations, you can manually sort and delete duplicate emails.

Steps:

1. Open the folder where you want to find duplicate emails.
2. Click on the View tab, and in the Current View group, click View Settings.
3. In the Advanced View Settings dialog box, click Sort.
4. In the Sort dialog box, choose to sort by fields like Subject, Received, or From. Sorting by date or sender will help you spot duplicates easily.
5. After sorting, manually scroll through your emails and identify duplicates.
6. Select the duplicate emails, right-click, and choose Delete.

Automated Software to Delete Duplicate Emails in Outlook 2021

CubexSoft Outlook Duplicate Remover is a powerful third-party tool designed to help Outlook users efficiently remove duplicate emails, contacts, calendars, tasks, and other items from their Outlook profile. It helps declutter Outlook and improves the overall performance of the email client by eliminating unnecessary duplicates. The tool removes duplicates from emails, contacts, calendars, tasks, notes, journals, and other Outlook items. It ensures that all duplicate items are identified and deleted. You can scan multiple Outlook folders, including Inbox, Sent Items, Drafts, Contacts, Calendar, and more, for duplicates. The tool allows you to select the folders you wish to scan and remove duplicates from. The tool is compatible with various versions of Outlook, including Outlook 2021, 2019, 2016, 2013, 2010, and earlier versions.

Conclusion

CubexSoft Outlook Duplicate Remover is an efficient and reliable solution for removing duplicate emails, contacts, tasks, and other items in Outlook 2021. With its customizable scanning options, preview feature, and ability to work across different Outlook versions, this tool is perfect for users looking to keep their inboxes clean and organized. Whether you’re an individual user or part of a larger organization, CubexSoft Outlook Duplicate Remover is a must-have for anyone looking to enhance their Outlook experience and improve productivity.