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How to remove duplicate recipients from To/Cc/Bcc field in Outlook?

Let’s say you need to send an email to several departments in your organization via Microsoft Outlook, you may add contact groups into the To filed. Then duplicate recipients occur because some emails exist in several contact groups simultaneously. How to avoid sending this email to the same recipients twice or more? In this article, we will show you some ways to remove duplicate recipients from To/Cc/Bcc field in Microsoft Outlook.

Remove duplicate recipients from To/Cc/Bcc field with building a temporary contact group

Remove duplicate recipients from To/Cc/Bcc field with the help of Excel

One click to remove duplicate recipients from To/Cc/Bcc field


One click to remove all duplicate names from To/Cc/Bcc fields in Outlook:

Kutools for Outlook's Remove Duplicate Names utility can help you easily remove all duplicate names from To/Cc/Bcc fields in Outlook when composing email. see following screenshot:

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Remove duplicate recipients with a temporary contact group

This method will guide you to copy all recipients’ email addresses, build an new temporary contact group, and then add this contact group into the To field in your composing email.

Step 1: In you composing email, copy all email addresses from the To field.

Step 2: Then go to the mail interface of Microsoft Outlook, and create a new contact group:

  1. In Outlook 2010 and higher version, Please click the New Items > More Items > Contact group on the Home tab.
  2. In Outlook 2007, please click the File > New > Distribution List.

Step 3: In the Contact group window, please click the Add Members > From Address Book on the Contact Group tab.

If you are using Outlook 2007, please click the Select Members button on the Distribution List tab.

Step 4: In the popping up Select Members: Global Address List dialog box, please paste the email addresses you copied in Step 1 into the Members box, and click the OK button. See screen shot:

Note: After clicking OK button, the unique members are added to the Contact Group, and the duplicates are filtered automatically.
Step 5: Then in the Contact Group window, enter a name for this contact group in the Name: filed, and then click the Save & Close button.
In our case, we name the new contact group as Temporary--group 1. See screen shot:

Step 6: Go back to the Message window, delete the existing recipients from the To files, and enter the name of new contact group into it.

Note: When you enter the beginning letters of the contact group’ name in the To filed in Outlook 2010 and 2013, the AutoComplete list will come out automatically. Just click the contact group’s name from the drop down list to enter it.

Step 7: This step is optional. The contact group collapses in the To field by default. To expand the contact group, please click the before it, and then click the OK button in the popping up Expand List dialog box. See screen shot:

Then all duplicate email addresses are removed from the To field, and leave with only unique recipients. You can remove duplicate recipients from the Cc field and Bcc filed with the same way.


Remove duplicate recipients with the help of Excel

This method will help you remove duplicate recipients in Microsoft Excel, and then copy and paste unique recipients into the composing email message.
Step 1: In you composing email, copy all email addresses from the To field.

Step 2: Open Microsoft Excel, select a blank cell in a blank sheet, for example the Cell A1, and then paste the email addresses into it.

Step 3: Keep selecting the cell, and click the Text to Columns button on the Data tab.

Step 4: In the Convert Text to Columns Wizard – Step 1 of 3 dialog box, check the Delimited option, and click the Next.

Step 5: In the Convert Text to Columns Wizard – Step 2 of 3 dialog box, please check the Semicolon, and then click the Finish button.

Step 6: Copy the Row 1, right click a blank cell, for example the Cell A2, and click the Transpose button in the Paste Options: group. See screen shot:

Then the email addresses are listing in the Column A.

Step 7: Select the Column A, and click the Remove Duplicates button on the Data tab.

Step 8: In the popping up Remove Duplicates dialog box, please click the OK button.

Step 8: Then a warning dialog box comes out and tells you how many duplicate emails have been found and removed. Just click the OK button.

Step 9: Copy these unique email addresses, and then paste them into the To field in the composing email message in Microsoft Outlook.


One click to remove duplicate recipients from To/Cc/Bcc field

With the Remove Duplicate Names utility of Kutools for Outlook, you can remove all duplicate recipients from To/Cc/Bcc field with just one click. Please do as follows.

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In the composing email you need to remove duplicate recipients, please click Kutools > Duplicate Names. See screenshot:

doc delete recipients

Then all duplicate recipients are removed from To/Cc/Bcc fields immediately.

If you want to have a free trial of this utility, please go to free download the software first, and then go to apply the operation according above steps.


One click to remove duplicate recipients from To/Cc/Bcc field

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  • To post as a guest, your comment is unpublished.
    SAGZI · 1 years ago
    how to remove duplicate email address from the "FROM FIELD "
  • To post as a guest, your comment is unpublished.
    Dagmar · 3 years ago
    I have downloaded the Kutools add on and when I press duplicate names I don't see the duplicate names/emails erased, nothing changes. Could I be doing something wrong?
  • To post as a guest, your comment is unpublished.
    David Bag · 3 years ago
    Easy to follow. Thanks for sharing!
  • To post as a guest, your comment is unpublished.
    pious jeems · 3 years ago
    Thanks so much for the very helpful information.
  • To post as a guest, your comment is unpublished.
    G-Sky · 3 years ago
    Really helpful, sorted a lot of backlogged work! Thank you for the help! :lol: