Tag Archives: outlook emails

How to Remove Duplicate Outlook PST Files Manually?

Personal Storage Table (PST) is an Outlook data file that has size limitation which causes serious troubles to the user, i.e. from sluggish performance to corruption in email client. An oversized file is prone to corruption issues. It can slow Outlook client down and cause serious functioning and performance issues. Duplicate emails are the important reason behind excessive file size. Duplicate emails and other data occupy more space in Outlook PST file and it increase the file size. When Outlook data exceeds its file size limit (2 GB in ANSI PST format and 20 to 50 GB in Unicode PST format), Outlook email client works slower.

It causes serious performance issue and things go even worse. Corrupt mailbox may even cause loss of all your mailbox data. To overcome this problem, you have to remove duplicate items from your Outlook PST file to get your PST data manageable and to avoid corruption.

How Duplicate Items Created?

Duplicate items are likely to be anything, including contacts, emails, calendar, task, entry, and note along with attachment. A duplicate item requires actually the same size as the original mailbox item does. Here’s why duplicate items are stored in your mailbox –

  • When you receive several copies of an email over and over again from a recipient. Companies, these days, send same press releases, emails and newsletters etc. for business promotions these days. It forms duplicate items in mailbox.
  • Any interruption in synchronization process also causes duplicate items in data files. If the process goes wrong, duplicate items are likely to be occurred in mailbox.
  • Be sure to disable the “Leave Messages on the Server” option to avoid duplicate entries.
  • Be sure that the Outlook rules configuration is executed well, or you may have duplicate items in your mailbox. Be sure to apply “Move a Copy to” rule only once to a specific email message.
  • Sometimes PST merging also leads to duplication if it is not performed well.

 

Here’s How to Remove Duplicate PST files manually

When it comes to remove Outlook duplicate files, the manual operation is safe and quick. All you need to go through the following steps to remove duplicates –

  • Open MS Outlook client on your PC. Now you can choose folder to remove duplicate items
  • Go through “Change View” option on View tab
  • Replace ‘folder view’ into ‘table type view’. (On Manage Views… you can see the view mode, i.e. either table view or folder view).
  • Check view type on “Manage All Views” window. This way, you have to use these combinations of fields and views –
    • Contacts and phone list
    • Calendar and appointments
    • Inbox and messages
    • Notes and notes list
    • Journal and entry list
  • Right click column heading, click ‘Field Chooser’ in options
  • Choose the field from ‘Field Chooser
  • Drag down to table heading from Modified field
  • Be sure that duplicate items you have to remove have different date from the original items. Click modified heading to sort down the items.

Now choose the items you have to remove. Then click “Delete” button to remove the items permanently and save up some space.

And another way to Remove Outlook Duplicate Emails by Using Third Party Application.

If you are still not able to use manually process, i would recommend user to use a third party application. For using this application, there no need of any technical skill. This Outlook Duplicate Remover tool, will remove your emails in just few clicks. Just download the Free Trial version to access this application.    images

 

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Step by Step Guide to Import or Export Outlook PST File Manually

Normally, MS Outlook automatically stores the data such as emails messages, appointments, contacts, journal entries, tasks, and notes in these two locations:

In a personal storage folder, which is known as .pst file.

In a mailbox located on the server. Usually, mailbox is placed on a server in case you utilize Outlook with Microsoft Exchange Server.

when you access without Microsoft Exchange Server, MS Outlook 2013 stores the data that simultaneously includes all default and custom folders in a personal folder. And another important thing is that you also need to note that when MS Outlook 2013 is used with Exchange, your mailbox, data resides on the server rather than on your computer. At the time when you open MS Outlook, the program contacts the server and within a matter of a few minutes display your data.

Unless your only email account is on an Exchange Server, Outlook 2013 creates a local data file for you when you set up your profile. Depending upon the requirement, it is necessary to create a new PST file and then add or remove folders to it. When Exchange Server is the only account, Outlook stores all items in your Exchange Server mailbox.

But, you need to remember that you have to clean up all old tasks or messages that get pile up. Outlook 2013 provides an AutoArchive feature allow the user to specify how often Outlook should clean out old items, which emails items to move, and so on. If you choose to archive items rather than delete them, Outlook places them in a PST file of your choosing. Nevertheless, it is possible to restore them back easily. Manually, you got to open that set of folders and successfully copy the items back to your regular folders. In fact, the more relevant option you can opt is the usage of the import feature in Outlook to import from the archive file.

If you already have to remove your account profile and no longer have access to previously archived folders, you need to import the file back into Outlook to gain access to the files again.

Click the File drop-down menu. Navigate to the Open & Export sub-menu, and then click Import/Export.
1

By default Import from another program or file, get selected. If it doesn’t get selected then click Next.

2

Select Outlook Data File (.pst), and then click Next.

3

Click Browse, and then choose the PST file you want to import.
Click Open and then click Next.
If a password was assigned to the Outlook Data File (.pst), you are prompted to enter the password, and then click OK.
Set the options for importing items. The default settings usually don’t need to be changed.

The top folder — usually Personal Folders, Outlook Data File, or your email address — is selected automatically.

Include sub folders is selected by default. All folders under the folder selected will be imported.

The default selection of Import items into the same folder in matches the folders from the imported file to the folders in Outlook. If a folder doesn’t exist in Outlook, it will be created.

4
Select the Folder you want to import and Click Finish. You’re done!

Although you might be doing much of your work in Outlook 2013, but rarely there are occasions when you want to move data into Outlook from other programs or might even require exporting data from Outlook to another program. Just by following the steps mentioned above you could easily import and export item.

This process is little complex, minor mistake can create problem. If you want to skip all this process and save time, I would recommend a third party application, lots of available in the market. Some of available with free trial version with full features. Here is the one which you can download from here.

 

If you want to skip all this process and perform such task easy, accurately and fast then go for a third party application. This application surely help you. You can download this application from here:  images

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