In the fast-paced digital world, our email inboxes often become a hub for a multitude of messages, documents, and attachments. It’s not uncommon for duplicate data to accumulate, making it challenging to manage and locate essential information efficiently. In this blog, we’ll explore step-by-step methods to know how to remove duplicate data in Outlook.

Manually Ways to Delete Duplicate Data in Outlook

Backup Your Outlook Data

Before initiating any cleanup process, it’s crucial to safeguard your data. Create a backup of your Outlook files to prevent accidental loss of important emails and contacts. Outlook allows you to export your data to a .pst file, providing a secure copy of your information.

  • Open Outlook and navigate to “File.”
  • Select “Open & Export” and choose “Import/Export.”
  • Follow the prompts to export your data to a .pst file.

Use the Clean Up Tool:

  • Open Microsoft Outlook and navigate to the folder where you suspect duplicate data.
  • Click on the “Home” tab.
  • In the “Clean Up” group, select “Clean Up Folder” to find and eliminate redundant messages.

Check for Duplicate Contacts:

  • Go to the “People” tab in Outlook.
  • Select “View” and then click on “Change View” and choose “Phone.”
  • Look for duplicate contacts and merge or delete them as needed.

Calendar Cleanup:

  • Open the Calendar in Outlook.
  • press the “View” and pick “View Settings.”
  • Under the “Columns” section, add the “Modified” field.
  • Sort the calendar entries by the “Modified” column to identify duplicates.

Remove Duplicate Emails:

Now that you’ve identified duplicate emails, it’s time to clean up your inbox:

Manual Deletion:

  • Select the duplicate emails manually.
  • Press the “Delete” key or right-click and choose “Delete” to remove them.

Clean Up Conversation:

  • Click on a message within a conversation.
  • Go to the “Home” tab and click “Clean Up” to remove redundant messages within the conversation.

Remove Duplicate Contacts:

  • Managing duplicate contacts is crucial for maintaining an organized address book:

Merge Duplicate Contacts:

  • Go to the “People” tab.
  • Select “View” and then “Change View” > “Business Cards.”
  • Locate and select the duplicate contacts, then click “Merge” to combine them.

Remove Duplicate Calendar Entries:

Cleaning up your calendar is essential for efficient scheduling:

Delete Duplicate Events:

  • Open your calendar and locate duplicate entries.
  • Select and delete the redundant events.

Automate the Cleanup Process: Use the CubexSoft Outlook Duplicate Remover Tool

For a more automated approach, consider using the third-party tool CubexSoft Outlook Duplicate Remover is designed to remove duplicate data in Outlook. This software can offer advanced features and can streamline the cleanup process.

Some key advantages and benefits –

  • Intuitive and user-friendly interface to make the duplicate removal process straightforward, even for users with limited technical expertise.
  • Different removal options, such as moving duplicates to a designated folder, permanently deleting duplicates or archiving them.
  • Preview feature to review identified duplicates before initiating the removal process, ensuring that users can confirm which items will be deleted.
  • Compatibility with various versions of Microsoft Outlook, ensuring the tool can seamlessly integrate with your specific Outlook version.
  • Support for detecting and removing duplicates across various Outlook item types, including emails, contacts, calendar events, tasks, notes, and more.
  • Ability to customize criteria for duplicate detection, allowing users to define specific conditions based on fields like subject, sender, date, etc.
  • Generation of reports and logs detailing the duplicate removal process, providing transparency and records of the actions taken.


Maintaining a clutter-free inbox in Microsoft Outlook is essential for efficient communication and productivity. By using the built-in cleanup tools and following the steps outlined above, you can easily identify and remove duplicate data. Regularly organizing your emails, contacts, and calendar entries will not only save you time but also contribute to a more streamlined and enjoyable email experience. So, take control of your inbox today and enjoy a clutter-free Outlook experience!

Helpful Note – Are you searching for exporting Outlook emails to multiple file formats? Don’t worry, take the help of all-in-one Cubexsoft Outlook Converter Tool for Mac & Windows.

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