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Quickly delete, move, or categorize duplicate emails in Outlook

When you want to delete all duplicate emails at once, Outlook can’t give you any help. You need to manually delete them one by one or try to find a useful add-in to help you get it done. Kutools for Outlook is a useful Outlook add-in for enhancing your Outlook work efficiency. With Kutools for Outlook’s Delete Duplicate Emails utility, duplicate emails won’t be any problem. You can quickly delete them all at once.

Delete duplicate emails from multiple selected emails in Outlook

Delete, move, or categorize duplicate emails from multiple folders in Outlook

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Delete duplicate emails from multiple selected emails in Outlook

The Duplicate Emails feature also supports to remove duplicates from the selected emails in Outlook. Please do as follows:

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1. Open the mail folder, and select the emails that you will remove duplicates from.

Tips:
(1). Holding Ctrl key, you can select multiple nonadjacent emails with clicking them one by one in the message list;
(2). Holding Shift key, you can select multiple adjacent emails with clicking the first email and the last one.

2. Click Kutools > Delete Duplicate > Duplicate Emails.

3. In the popping out Duplicate Emails dialog, click the Delete button.

4. Then a dialog comes out and shows how many duplicate emails have been removed. Click the Yes button to go ahead.

Now all duplicated among the selected emails are removed, and you can get the processing results as below screenshot shown. And you can click the Finish button to close it.


Delete, move, or categorize duplicate emails from multiple folders in Outlook

You can quickly delete all duplicate emails within account folders separately or across multiple selected folders in Outlook by follows:

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1. Click Kutools > Delete Duplicate > Duplicate Emails. See screenshot:

Note: After enable the Duplicate Emails feature, it will pop out a dialog to show the process of loading mail folders. You can click the Skip the current loading email account button to ignore the currently loading email account. And it will automatically go to the next wizard after finishing the folder loadings.

2. In the Duplicate messages - Step 1 (of 4) wizard, check the folders that you want to look for duplicate emails in the left list box, see screenshot:

Notes:

(1). You can quickly select or unselect folders / subfolders with right-clicking menu: right click a folder in the left list box, and then select an option from the right-clicking menu based on your need:

  1. Check all subfolders: This option will check all subfolders of the currently selected folder;
  2. Uncheck all subfolders: This option will uncheck all subfolders of the currently selected folder;
  3. Check all: This option will check all folders in the left list box, no matter which email account they belong to;
  4. Uncheck all: This option will uncheck all folders in the left list box.

(2). Messages arranged in the folders above are reserved first. And you can rearrange the selected folders as you need: click to select a folder in the right list box, and then click icons to move it.

(3). Click to select a folder in the right list box, and then click to remove it from the right list box.

3. Click Next: Select fields to filter duplicate emails. And in the Duplicate Emails - Step 2 (of 4) wizard, check the criteria that determine the duplicate emails, tick or untick the Find across folders option as you need.

Notes:

(1). You can click the Default button to quickly check some fields in bulk in the Criteria for determining duplication list box, or click Select All button to select all fields. Alternatively, you can manually select the fields too.

(2). The Find across folder option:

  1. To find duplicate emails in every separate folder, please do not tick this option;
  2. To find duplicate emails across all selected folders, please tick this option.

4. Then, click Next: Select the fields to be listed in results button. In the pop out Duplicate Messages - Step 3 ( of 4) wizard, choose one mode of the displayed results as you need, see screenshot:

If you need to show the filter results in the custom mode, please check the Custom option in the Result display mode section, click the User-defined button, then check the fields as you need in the Duplicate Mails - Setting dialog, and click the Save button to close the dialog.

5. Then, go on clicking Start filtering button, and all duplicate emails will be filtered out in the Duplicate Emails - Step 4 (of 4) wizard.

Notes:

(1). In the Result list box, you can categorize, move, or delete the duplicate groups as you need: Right click a duplicate group you will deal with, and select Categorize all checked items in the current group, Move all checked items in the current group (except the reserved email), or Delete all checked items in the current group (except the reserved email) from the context menu as you need.

(2). You can also process emails firstly in a duplicate group: Expand a duplicate group, right click the email you will process firstly, and select an option from the context menu:

  1. Set as reserved email: mark the selected email as reserved, then this email will be remained when delete or move duplicate emails in bulk.
  2. Move this item: move the selected email to another mail folder.
  3. Categorize: Add one or multiple color categories for the selected email.
  4. Delete this item: Remove the selected email. After removing, the email will display in the Deleted Items folder.

(3). If you have processed (category, move, or delete) the duplicate emails separated in the Result list box, the emails will be marked with strikethrough line.

(4). Double clicking an email in the Result list box will open this email in the Message window.

(5). If no duplicate emails are found, it will pop out a dialog as below screenshot shown. Click the OK button to adjust the filter criteria.

Then go ahead to click the Reselect the duplicate criteria button in the Duplicate Emails - Step 4 (of 4) wizard, next in the Duplicate email - reselect fields to filter duplicate emails dialog adjust the filter criteria and click the Start filtering button. See screenshot:

6. Still in the Duplicate Email - Step 4 (of 4) wizard, pick up a handling way from the Ways to handle duplicate emails drop-down list, and then click the button left to the Close button, see screenshot:

  1. Delete (move to the Deleted Items folder): This option will delete all duplicate emails except the reserved one in every duplicate group.
  2. Move duplicate sub-items: This option will move all duplicate emails except the reserved one in every duplicate group to the specified mail folder.
  3. Move all duplicate emails: This option will move all duplicate emails of all duplicate groups, including the reserved ones to the specified mail folder.
  4. Categorize: This option will add one or multiple color categories to all duplicate emails of all duplicate groups, including the reserved ones.

7.Then select a folder or specify color categories based on the handling way you specified in last step.

(1) If you selected Delete (Move to the Deleted Items folder) from the Ways to handle duplicate emails drop-down list, it will delete the duplicate emails at once.

(2) If you selected Move duplicate sub-items or Move all duplicate emails from the Ways to handle duplicate emails drop-down list, please specify a destination folder in the popping out Please select folders dialog, and click the OK button.

(3) If you selected Categorize from the Ways to handle duplicate emails drop-down list, please check one or more color categories as you need in the Color Categories dialog, and click the OK button.

8. Then a dialog box comes out and shows you how many duplicate emails are processed. Please click the OK button to close it.

9. Close the Duplicate Email wizard.


Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features...
  • BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
  • Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All... Quick Report, Count Selected Mails...
  • Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts... Enable you to do smarter, faster and better in Outlook.
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