Say Goodbye to Inbox Clutter: Instantly Clear Duplicate Emails with Ease
Duplicate emails can pile up quickly and make your Outlook inbox messy, harder to search, and slower to use. To help you reclaim control, Kutools for Outlook provides a powerful tool – Quick Scan and Remove Duplicate Emails, which allows you to Scan and remove duplicate emails instantly, accurately, and across multiple folders or mailboxes—all with just a few clicks.
How to Use Quick Scan and Remove Duplicate Emails
Why This Tool Makes Duplicate Cleanup So Much Easier
The Quick Scan feature is built for users who want a fast, accurate, and effortless way to eliminate duplicate messages. Its advantages include:
✨ Key Benefits of Quick Scan and Remove Duplicate Emails
- ✓ Fast & Accurate Detection – Optimized algorithms identify true duplicates quickly while minimizing false matches.
- ✓ Remove Duplicates Across Multiple Folders – Select one or several folders—Inbox, Sent Items, Archive, or custom folders—and scan them all at once.
- ✓ Clean Up Multiple Mailboxes in One Go – Ideal for users with multiple accounts, PST/OST files, or shared mailboxes. Duplicates can be detected across all selected mailboxes, not just within a single folder.
- ✓ Smart Default Matching Rules – Duplicates are identified using three default conditions: Subject, Attachment name(s), and Body content, ensuring precise detection without any setup.
- ✓ Safely Keeps the Earliest Email – The earliest version—typically the most complete—is preserved, while remaining duplicates are moved to Deleted Items, making recovery safe and easy.
- ✓ Simplified Inbox – Keeps your email environment clean, making it easier to focus on the emails that matter.
- ✓ Reduced Storage – By removing duplicates, it helps reduce the overall storage requirement of your Outlook account.
- ✓ Ease of Use – With a user-friendly interface, it offers a hassle-free experience in managing duplicates.
- ✓ Safety – Ensures a secure process that protects your important emails while eliminating duplicates.
- ✓ Real-time Feedback – It provides prompt feedback on the deletion results after completion, allowing users to understand the deletion outcome clearly.
How to Use Quick Scan and Remove Duplicate Emails
Follow these simple steps to clean up duplicates in minutes:
🔵Delete duplicate emails from specified folders
When you need a broader clean-up, this option allows you to target entire folders.
Step 1: Apply the Quick Scan and Remove Duplicate Emails feature
Navigate to the Kutools tab, click Duplicate Emails > Quick Scan and Remove Duplicate Emails….
Step 2: Check the folder that you want to scan and remove duplicates from
- Right-click menu is available.
- Cross-file Filtering: Selecting this option instructs the tool to search for duplicate items across all selected folders. If unchecked, it will only compare and search for duplicates within the single folder selected.
- Show the number of selected folders.
Step 3: Delete duplicate emails
Duplicate Emails dialog box will pop up, listing all duplicates within the selected folders, Click the Delete button to start all deleting duplicate emails.
Then a dialog pops up for showing the number of deleted items, click OK.
Now, all duplicate emails have been deleted, leaving only one copy (the email showing the red dot in the lower right corner of the email icon). You can click the Close button to close the dialog box.
- All duplicate emails are checked by default except the first one to appear. If you don't want to delete all duplicates, you can expand the duplicate group and check only the duplicates that need to be deleted.
- Right-click menu is available.
- Collapsed Node: Select this option to show all duplicate groups but do not show the duplicate items in each group.
- Expand All: Select this option to expand all duplicate groups and show all duplicate items in each group.
- Collapse All: Select this option to collapse all duplicate groups and only show the folder name.
- Restore Default Selection: Select this option to check all duplicate items except the first one in each duplicate group.
- Check all: Select this option to check all duplicate items in each group.
- Uncheck all: Select this option to uncheck all duplicate items in each group.
- Show the number of all duplicate items found this time.
That concludes the step-by-step guide and explanation for using Kutools for Outlook's Delete Duplicate Emails features.
If you're interested, you can click to download and try it out.
If you have any questions, feel free to leave a message in the comment section below.
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