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This works best if you have multiple email accounts managed by the same Outlook installation. Pick one of your email accounts and create a new folder, named Unified Inbox. Next, find the Manage Rules section under File or on the home tab of the main Outlook ribbon. The software allows saving the Outlook emails stored in an OST file to multiple file formats (like PST, EML, MSG, HTML, PDF, or RTF) at once and saves them on a selected hard drive. These methods will help you save all Outlook emails and email folders such as Inbox, Sent Items, Drafts, etc. On your Desktop or internal/external hard drive.

Mar 29, 2011 We recommend you Duplicate E-mail Remover Tool from MAPI Lab Ltd. It’s a powerful and flexible tool for finding and processing duplicated e-mail messages and posts in Outlook folders. Discovered duplicates can be deleted, marked, copied, or moved to another folder. The Duplicate E-mail Remover enables you to: Delete duplicate emails. Apr 19, 2020 Turning the setting on or off is a simple matter that works the same way for Windows Mail and Outlook for Windows. Instructions in this article apply to Outlook for Microsoft 365, Outlook 2019, 2016, 2013, and Mail for Windows 10.

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Tags: duplicate emails · duplicate reason · fix for duplicates · remove duplicates Outlook

One morning, you sit down in front of your PC, take a sip of coffee and, as usual, launch Outlook for another fun-filled day of answering emails. Only this time, when you look in your Inbox, you find it filled with duplicates upon duplicates of emails, all having the same subject, timestamp and so on…

Why were those duplicates generated?

This scenario, unfortunately, isn’t that rare and it can pose a real nuisance since you have to search and diagnose the source of the duplicates, then find a fix for it and lastly, clean up your Inbox… well, you can leave them alone and just get on with work, but those emails will take up space and if the problem persists then in the long run they will slow down Outlook, your email server and lead to more complex issues.

In order to help you out, we have collected a couple of reasons why this email behavior happens as well as their respective fixes.

Duplicate email #1 – a message on the server is corrupt, and thus generates duplicates when Outlook starts its Send/Receive process. In order to fix this, you or your IT administrator will have to log in to the email server and delete the corrupt/damaged email that is creating all the duplicates;

Duplicate email #2 – after you have synchronized your Outlook profile with your phone/tablet, something went wrong – the result is the last batch of emails are present twice on your PC. You can’t actually fix this, only manually delete those duplicates and hope that it won’t happen again.

Duplicate email #3 – the “Leave a copy of the messages on the server” box has been checked on your account settings and Outlook creates duplicate emails at each Send/Receive. The fix is to uncheck that option (you can find it under Account Settings -> More Settings -> Advanced).

Duplicate email #4 – you can define rules in Outlook that generate duplicates, for example:

Rule 1: move messages from contact X to folder Y

Yahoo Email In Outlook

Rule 2: move messages that contain WORD in the subject line to folder Z

Now, if, you receive a message from contact X, that also contains WORD in the subject line then you will have the same email in folder Y and in Z. You have to make the appropriate changes to your rules set-up and sift through all your folders to delete those duplicate emails.

Duplicate email #5 – if you import emails from different Outlook data files (PSTs or OSTs) in your current Outlook profile, then the emails that are both in your current file and in the one you import will be displayed. Of course, if the same emails are present in both data files you will see duplicates. This is especially true for large data files, that hold years of work and the only way to go about it is to search and delete each duplicate manually (yes… a daunting task, but one that needs doing);

Duplicate email #6 – if the email server or Outlook fails to respond during a Send/Receive, then the next sync will download the previous emails again. Yes, manually deleting those duplicates is the only thing you can do.

Duplicate email #7 – if you have more than one alias defined for the same email account in your Outlook profile, you will receive the same email on each alias (you will see as many duplicates as you have aliases). To fix this, use only one alias/email account and delete those duplicate emails.

Duplicate email #8 – on an IMAP account, if you have set-up Outlook to retrieve new emails automatically upon startup and open the Inbox automatically you will see each message is duplicated. If you have only one account defined, then uncheck the option to perform a Send/Receive at startup, if you have more accounts defined uncheck the option to go directly to Inbox at startup.

Duplicate email #9 – if you forward your emails from one PC to another then the forwarding rule can create loops where messages are continually bounced back and forth between them, creating an infinite number of duplicates. You will have to change your rule accordingly (just test different configurations out).

Duplicate email #10 – duplicate emails can be also caused if you subscribe multiple times to a mailing list. In this case you will just have to contact the persons that send you the emails and inform them of your issue.

Duplicate email #11 – if you are having network or server problems, or your computer is really slow, then at one time or another you will surely come across duplicate emails. This is because most of the systems employed are conservative (if the server doesn’t know for a fact that you received the email, it will send it again… and again… just to make sure). There is actually no quick fix for this – if you are running your own email server then contact your IT administrator; else, you will have to wait for the network problems to be resolved.

In the end, you’re still left manually deleting duplicates and having to sift through all your email folders, like in a cat and mouse game… yes, it can be done by hand but what if you later find that you deleted a message which only looked like a duplicate by mistake? To make things easier, there are many free programs available that remove duplicate emails, but after a quick glance you’ll notice that most aren’t compatible with the latest versions of Outlook, or haven’t been updated in some years and so on. For your peace of mind we have developed Weight Diet for Outlook, our add-in that hyper-charges your Outlook’s speed and performance. Not only can you delete duplicate emails easily but also find and erase obsolete ones (autoresponder notifications, out-of-office and so on), compress your PST file, move your email attachments to your hard-drive (so Outlook doesn’t have to load them every time) and send email attachments to the cloud (your recipients will receive a link from where to download, so bandwidth use will be at a minimum).

All of these features that help you day-in and day-out are available when you purchase a license for Weight Diet, which only costs $29.95 (30 day money-back guarantee). So, just go here to purchase a lifetime license or give it a try by installing the trial version from here. You’ll be amazed at how you managed to work all that time with Outlook crawling at snail’s speed!

Multiple Of The Same Email In Outlook 2019 For Mac

If you have ever sent out an email newsletter, I’m sure that with each passing campaign you encountered people who opted out of your email list. Have you ever asked yourself why? Read more: Why do people unsubscribe to emails? | 1 Comment

The subject line in an email, almost as much as the from line, is one of the most important deal-breakers for your readers. That’s why this week we looked at how different email clients (on all platforms we could get our hands on) dealt with them… So, continue reading and see for yourself how many characters your subject line should have! Read more: The maximum displayed length of the email subject line | 1 Comment

In last week’s article, we hoped to convince you that the from line is at least as important as the subject line in all your email communications. Now, to help you out, we tested different platforms and came up with the following “cheat-sheet”, detailing the maximum displayed length of the from line on different browsers, phones and desktop applications! Read more: The maximum displayed length of the email from line | 2 Comments

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Outlook has a lot of features to split your inbox up into different inboxes, which you can use for different purposes. It also has tools to merge inboxes into one, so you can manage everything from one place. It’s not difficult to set up, but figuring out exactly which method you need to use can be a little tricky. This guide should help. Just pick what task you’re trying to accomplish, and follow the steps.

It’s worth noting that there will be different methods of combining inboxes, with varying levels of complexity and effectiveness. Outlook doesn’t provide an easy merge feature, which is a bit of a disappointment, but I suppose keeping everything segmented is a powerful organizational tool for businesses. Regardless, you have several options. Just remember that many of them, particularly the ones that work with Outlook Rules, will only apply moving forward. To create a unified inbox with all of your archived mail, you will need to merge PST files as well, which is a whole other issue.

Combine Multiple Folders into One Inbox with Rules

Maybe at some point in the past you set up a bunch of filters or rules to segment your Outlook inbox into multiple folders, and now you want them all combined back into one. You can do this to cease filtering items into folders, or you can move everything from an existing folder into an archive folder or into your inbox.

Personally, I feel like having everything in one inbox is easier, because Outlook’s search is good enough to find anything I’m looking for. Though, I also semi-aggressively delete old messages I know I won’t need, so it’s easier to manage when I don’t have 100,000 messages a year clogging up the archive.

The first thing you should do is go into your outlook rules by clicking on File and then Manage Rules. Look for any rules in the list that filter incoming messages into the inboxes you are planning to delete. Select and delete the relevant rules. Since the folder will no longer exist, Outlook may freak out and handle those emails poorly, or it may create the folder if it doesn’t exist. I’m actually not sure on their default behavior, to be honest. Still, it’s a good idea to remove those filter rules if you’re removing their destination.

Next, go into the folder you want to merge and make sure your view is showing you everything. Highlight everything in the folder and right click. Choose Move and choose your inbox or archive folder as the destination to move those messages. You may have to wait a moment as Outlook reconfigures those locations. You may also have to repeat this process numerous times, if Outlook isn’t showing you everything that appears in the folder. This happens because of view limitations, so you will have to repeat this process several times for especially large inboxes.

Once the folder is empty, you can then delete it. Just note that if the folder is specifically an inbox folder, rather than a subfolder, you will not be able to delete it. Every mail account needs a primary inbox. Still, removing all of the other inboxes is a good way to merge everything and make searching easier.

The Search Folder Workaround

Maybe you want a dynamic “inbox” that isn’t really an inbox. For example, an inbox that shows you everything you’ve received in the last week can be quite handy. Older messages drop out and go back to your main inbox, while newer messages remain in the display folder.

The way to do this is with a “search folder”, something Outlook introduced in the last few years. Outlook search folders are basically just saved searches, configured to appear as folders. They aren’t actually folders, they’re just shortcuts to performing the same search again. This is how they can be dynamic.

To set up a search folder, open Outlook and click on the Folder tab across the top. Click on New Search Folder and a dialogue box will open up that allows you to configure your search. You have a variety of different options here. You can choose if you want only unread messages, messages that are flagged, messages that are labeled important, and so on. You can also choose specific senders, specific recipients, and organizational structures as well. You have a lot of options, so make sure to configure the search the way you want it.

Since we’re talking about a combined inbox here, one such option you can use for configuration is to choose all mail that has arrived in the last week or last month, from any sender and to any recipient. This will give you a dynamic “recent items” folder that merges all of your inboxes.

Once you have the search configured the way you want it, save the folder. This will create a “search folders” section in your inbox list, with your saved search as one of those folders. Now whenever you want to view this “recent items” inbox, or whatever saved search you’ve chosen, you can simply click the folder.

If you’re using an older version of Outlook that doesn’t support search folders, you will still be able to use this technique, you just won’t be able to create a folder-based shortcut. Unfortunately, you simply have to run the search again each time you want to view this inbox. It’s inconvenient enough I would recommend upgrading your platform.

Merged Folder Rules

Another option you have is to use more rules, rather than less, to achieve a unified inbox. This works best if you have multiple email accounts managed by the same Outlook installation.

Pick one of your email accounts and create a new folder, named Unified Inbox. Next, find the Manage Rules section under File or on the home tab of the main Outlook ribbon. This brings up your email rules dialogue box.

Start a new rule with “apply rule on messages I receive.” Click to check “through the specified account” and click to choose which account you want specified. Add the account you used for he Unified folder, then click OK.

As for what you want the rule to do, tell it to move the item into the specified folder, and choose the Unified Inbox folder you created earlier. This will forward every message that arrives in that account into the one unified Inbox. You can then repeat these steps to create the same rule for each other inbox you have, all pointing at the same Unified Inbox. All mail you receive will now be forwarded to that centralized inbox for your management.

For ease of access, in your main Outlook screen, find the Unified Inbox and drag it into the Favorites section. This way it will always appear at the top for easy access.

Changing POP3 Account Settings

Another option you have for merging different email inboxes is to change your account settings and changing the delivery location for each account to the same inbox folder.

To do this, you need to open up Outlook and then find the Account Settings wizard. Under File, click Account Settings, and then Email. Find the account you want to change. This works best with POP3 accounts. Click the “change folder” button and specify the new destination folder for this account. It can be an existing inbox or you can create a new folder through this wizard.

Repeat this process for each account until they are all delivering mail to the same folder. You will not be able to do this with IMAP email accounts, but it works with both POP3 and Exchange accounts. Also, note that this will only deliver new incoming messages, it will not transfer over old messages.

To transfer old messages into a unified account, you will need to use some kind of PST merging tool. There are many such tools out there – this is one example – that are either cheap or free to use.

Be aware that if you’re merging two PST files into one, you may run into issues. Increasing the size of a PST file will make Outlook run a lot more slowly, and if it’s too large, you may encounter issues with opening it at all. You may also want to split your PST, or perform some cleaning and reduce the number of emails you’re archiving before you merge.

Merging IMAP Inboxes

Unfortunately, there’s no easy way to merge Outlook inboxes if one or more of the email accounts you’re using are IMAP. The easiest option you have is to set up a forwarding rule. Such a rule will automatically take any messages sent from one account and forward them to the other account. You may need another inbox rule to then file them into the specific inbox you want to use.

Multiple Of The Same Email In Outlook 2019

Setting up such email forwarding is quite easy. In settings, simply navigate to the mail forwarding option and choose a new email to receive your forwarded messages, on the web interface. If you’re using Outlook’s stand-alone app, you will once again need to set up a rule. Go to the rules settings menu and create a new rule. Tell it to choose all new incoming messages, and for your action, forward them to your primary email account.

Other Third Party Options

There are a bunch of different plugins for Outlook out there, many of which can give you similar options to merge emails but with a cleaner interface and fewer steps.

Kutools is one such app. If you choose to use this plugin, your instructions are pretty easy.

To merge multiple inboxes, use the Kutools merge inboxes tool. You can click the “add” button to choose the inboxes you want to merge, and choose if you want each inbox to mirror the other or to choose a specific inbox as the destination. You can choose a date range to merge old emails, or just merge them moving forward. Click OK, and choose your destination folder.

The link above will guide you through both an account settings change and the merge folders options, with screenshots to guide you.

Mailbird is another app you can use. It’s actually kind of its own email client, rather than a plugin for Outlook, but it serves your purposes to create a unified inbox. Simply download the app and link up all of your different email accounts, as well as any other integrations for messengers you want to use. This can include Twitter DMs, Facebook Messenger, and even other integrations like Asana and Dropbox.

Mailbird has a ton of useful features, but foremost among them is the unified inbox. When you link an account to Mailbird, it imports all of your messages and your contacts to merge into one inbox. You can then segment and manage it as robustly as you want.

Mailbird isn’t free, but it’s cheap enough that pretty much anyone can use it. The personal account can be purchased for a one-time fee of $100, or billed on an ongoing basis for just over $3 per month. You can also use a business version for about $7.50 per month.

There are dozens of other email management platforms you can use, but they kind of go against the spirit of telling you how to arrange a unified inbox in Outlook, because they’re stand-alone platforms. Nonetheless, if you would like to recommend your favorite unified email platform in the comments, I certainly won’t stop you.

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