How to Delete Duplicate Emails in Office 365? Best Solutions
Are you also troubled by duplicate messages in Office 365 mailbox due to which your mailbox space is taking up too much space? So there is no need to worry, now you have come to the right article. In this article, we will provide two solutions to delete duplicate emails in Office 365.
As we all know O365 is a cloud-based suite given by Microsoft. In which a complete subscription of all your Microsoft applications is added. There is also an email application that we know by the name of Outlook 365 or Office 365. Since this email client is cloud-based, it gives the user the freedom to check his email anywhere at any time from any device. However, the problem arises when Outlook 365 is filled with duplicate emails and no solution is found to remove them.
That’s why today we’ve come up with three ways to delete duplicate emails in Office 365. You can use any method depending on your needs. Let’s start the article and learn how to solve this problem. If you want to jump directly to a specific section or method, you can go to that point by clicking on the table given below.
Why do Users Want to Remove Duplicate Messages in O365?
- Clutter Reduction: Duplicate emails can clog your inbox and make it difficult to identify and manage critical communications. Remove duplicates from your email environment to improve organization and efficiency.
- Storage Optimization: Duplicate emails kept in Office 365 mailboxes, as you are aware, take up a significant amount of server space. Users may clear up space on their Office 365 servers for fresh incoming emails and attachments by removing duplicate emails.
- Improved Performance: A large number of duplicate emails in your inbox might degrade the performance of your email client. Duplicate emails can enhance your application’s performance and responsiveness, making email access easier and faster.
- Preventing Confusion: Duplicate emails might generate confusion since consumers may react or reply to the same email numerous times unintentionally. This can lead to confusion and errors that might have been avoided if duplicates were removed.
- Search Efficiency: Duplicate emails might clutter search results and make it difficult to locate what you’re searching for when you search for a certain email or message. Duplicates are deleted, which speeds up the search process.
- Reducing Backup Costs: Many organizations back up their Office 365 data on a regular basis. Duplicate emails increase the quantity of data that must be backed up, which raises backup expenses. Duplicates can be deleted to cut expenses.
- Compliance and Legal Requirements: Some businesses and organizations are compelled by law to keep email records for a specific amount of time. Maintaining unneeded duplication complicates and increases the expense of compliance.
- Enhancing Email Hygiene: Duplicate emails might potentially compromise your security. These may include important information, and the presence of duplicates can make enforcing email security measures difficult. Duplicates can be removed to improve email security.
Best 3 Ways to Delete Duplicate Emails in Office 365
We’ve covered three solutions to delete duplicate emails in Office 365, so choose the method that works best for you. Two methods are manual and one is an expert-recommended tool. Have only a few duplicate Office 365 emails, contacts, and calendars in your account, you can use the first solution. If you want to eliminate duplicate messages from a particular folder, you can use the second manual method. If you need to remove duplicates from the entire mailbox at once or from a selected folder or remove duplicates in bulk, you can use the last solution.
[Method 1] Manual Way to Erase Duplicate Email, Contacts & Calendars in Office 365
In this method, you will be given complete information to erase duplicate emails, contacts, and calendars from your Office 365 mailboxes. We have divided this method into three parts. There are different procedures for email contact calendars, you can follow them as per your needs.
Using View Tab for Duplicate Emails
- Log in to your Office 365 mailbox and delete any duplicates.
- Change the folder view to a Table Type by going to the VIEW Tab and clicking on Change View.
- Right-click a column heading and select Field Chooser from the menu that appears.
- Select All item name> fields at the top of the Field Chooser.
- Move the Modified field to the table header by dragging it there.
- Check that the duplicate items have a different date than the original set of items. If it is distinct, click the Modified heading to sort the items according to this field.
- While holding down the SHIFT key, choose the first to last item you wish to remove.
- Click DELETE to permanently delete all of the items you’ve chosen.
Using View Settings for Duplicate Contacts
- To begin, click on the People tab.
- Choose the Contacts folder that contains duplicate contacts.
- Change View and Phone may be found on the VIEW Tab in the current view group.
- Each contact will be displayed in the order of their phone number.
- Right-click on the contact with the same phone number/email address to remove it.
Eliminate Duplicate Calendars in Outlook 365
- Select the Calendar folder from the navigation bar.
- Click Change View and List on the VIEW Tab in the current view group.
- Click the Subject column heading to sort the calendar items by subject.
- While holding down the CTRL key, select duplicate calendar entries in the list.
- After selecting all of the duplicate calendar items, click DELETE.
[Method 2] Using MS Outlook to Remove Duplicate Message from O365
To use this method, you must have the Outlook application installed in your system. After that configure your Office 365 account in the Outlook application and then follow the steps given below.
- Start Microsoft Outlook and proceed to an email folder that contains duplicates.
- Then, as displayed on the screen, pick the Home and then Clean Up choices.
- Clean Up Conversation, Clean Up Folder, and Clean Up Folder & Subfolders are all options for removing email duplicates.
- When you select Clean Up Folder & Subfolders, all unnecessary messages in the current folder and its subfolders are transferred to the “Trash” folder.
[Method 3] Delete Duplicate Emails in Office 365 Using Professional Tool
The advanced professional tool to delete duplicate emails in Office 365 account is Turgs Email Duplicate Removal Tool. With the help of this tool, you can erase duplicate emails from the entire Outlook 365 mailbox at once. Using this software is also very easy, just download and configure the account, and the rest of the software will automatically analyze your account and remove duplicates. If you want to remove duplicate emails, contacts, and calendars from selected folders, you can also do it. To download this Office 365 Duplicate Remover software, the download button is mentioned below.
Guidance on How to Use Automatic Software
- Download & install the Office 365 Duplicate Remover Software on your Windows platform.
- After that, select the Office 365 option from all the Email Client list
- Now, enter the Office 365 email ID and then tap the Login button
- Now, the new screen has automatically open, enter the password and tap the Sign button
- After that, the software analyzes the complete mailbox and then you see all the folders on your software screen, now select the folder as per your need
- Thereafter, select the Advanced Filters options as per your need
- Finally, Tap the Remove button, and then the software will delete duplicate emails in Office 365
Some Best Beneficial Features of This Utility
This application has multiple useful features that can assist users in efficiently deleting duplicate emails from their Office 365 inbox. Here are some of its main advantages:
- This software will detect and discover duplicate emails in your Office 365 inbox.
- The Outlook 365 Email Duplicate Remover has several additional options for removing duplicates, including a date range where you can pick a date to delete the newest, oldest, or duplicate emails.
- This application is compatible with a broad range of email clients, including all email client services such as Gmail, Yahoo, and Zimbra.
- Before executing the deletion procedure, users may inspect all folders in Office 365 and pick the folders that meet their needs.
- Turgs prioritizes data security and ensures that your email data is safe and undamaged during the duplicate elimination procedure.
- The software has an easy-to-use interface that does not require substantial technical knowledge.
- After eliminating each duplicate email from Office 365, Turgs generates thorough reports.
Conclusion
In this article, we have provided 3 solutions to delete duplicate emails in Office 365 accounts. Two solutions are manual and the last solution is an automated tool. You can choose any solution according to your needs. If you want to know what experts think about the recommended method, the answer is her third solution. The other two solutions require you to do everything manually and are therefore prone to mistakes.