Outlook provides an AutoArchive tool that can automatically clean up your mailbox by deleting some old items and transferring others to an archive folder. Aug 30, 2018 - Use these lesser known Outlook features and improve your email workflow. The Internet Windows iPhone and iPad Android Mac Gaming. Going to File > Options > Mail > Conversation Clean Up. Select the folder you want. Right-click on the Outlook icon on the Taskbar and select Outlook 2016.
October 3, 2016 Is your inbox looking a little too cluttered? We have organized 6 helpful tips for you to utilize in cleaning up Outlook 2016 to make for a more enjoyable user experience. With these tips, reducing clutter from your inbox will free up space have Outlook running far more efficiently.
Recognize the size of your mailbox Check the total size of your mailbox to get an idea of how “dirty” or “clean” the way you organize emails is. Open Mailbox Cleanup by going to File » Section Info » Button Cleanup Tools » Mailbox Cleanup, then click View Mailbox Size. The resulting window that is displayed will tell the Size (without subfolders) and the Total Size (including subfolders) of your mailbox. Microsoft does not recommend going beyond 8 GB in total size, as this will greatly deplete performance and slow your inbox down. However, even just 1 GB of email content is considerably large, so you may notice a slower inbox far before you reach 8 GB. Conversation Clean Up feature The Clean Up command is a quick and effortless way to reduce redundant emails. A “Conversation” in Outlook is essentially an email thread starting from the first email sent out down to the last reply.
When you hit the “Clean Up” button, messages that are already contained within one of the replies are deleted, thus reducing redundant messages. This feature can reduce your inbox messages by 35% quickly and efficiently without deleting anything you might need. Microsoft recommends keeping under 5,000 messages. Manage Sent Items Your sent folder is a copy of every message you’ve ever sent. If you’ve got old sent messages you no longer need for reference, delete them to free up room.
TIP: Outlook also provides an archiving service that lets you move messages older than a custom, specified time to another folder. Go to File » Options » Advanced, then under “AutoArchive” click “AutoArchive Settings” to select how often you want it to run and if you’d like old items deleted automatically.
Get Rid of Junk Emails Microsoft’s Malicious Software Removal tool automatically sorts items deemed potentially malicious into the Junk Folder. Deleting these regularly will free up significant room in the long run, as this tool updates regularly as new messages come in. Simply delete manually by selecting an email and right-clicking to “Delete” or right-click your Junk Folder and select “Empty Folder’. TIP: If a message is not junk, right-click it, find “Junk”, then select “Not Junk” and it will move back into your inbox. Empty the Deleted Items folder Everything just deleted winds up in this folder.
Deleting them here will get rid of these messages permanently, finally giving you the space you need! The process to empty the Deleted Items folder is the same as emptying other folders, simply right-click and select “Empty Folder”. Save Attachments to your Computer To keep an inbox free of clutter, consider organizing your attachments (anything from images and videos to documents and spreadsheets) by saving them to folders on your computer instead of keeping them in Outlook. Deleting messages with attachments after you’ve saved what you’ve needed (and no longer need the email message for reference) is key to freeing up room as new messages come in and keeping an organized computer.
As always, the team at Brave River Solutions is here for you. Feel free to give us a call at 401-828-6611 or fill out the contact form on the right side of the page if you need further assistance.
Reasons Behind Duplicates Emails Appearing in OutlookMany things can cause Outlook items to duplicate, but the most common reasons are discussed below:. Outlook’s email related ‘Account Settings’ can cause emails to duplicate.
If the ‘Leave Messages on the Server’ settings option activated it may result in multiple copies of messages being created. Synchronizing Outlook with other applications/devices (Phones, PDAs, etc.). Other Reasons: You may receive multiple copies of the same email from your friends or colleagues who may forward it to get your attention. Sometimes even your anti-virus software may also create duplicate e-mails.
Impact of Duplicate Emails in OutlookThe following consequences may be encountered as an impact of duplicate Outlook emails:. Outlook will start to slow down in performance. For example, if you want to find a particular message using Instant Search feature of Outlook, but all that you see is 'Searching'. Moreover, you have to wait patiently while Outlook repeat the searching process through all email messages in a given folder including duplicated ones. In most of the systems, Outlook starts to slow down when the mailbox crosses its size limitation, and if you do not reduce the size of your mailbox containing Outlook data, your Outlook may start hanging, freezing and not responding.
Solution to Remove Duplicates Emails From Outlook 1) Account Settings: Sometimes by mistake, when you attempt to configure Outlook PST files more than one time it may add many accounts to MS Outlook synchronizing same PST data for those files, which create duplicates in Outlook. Do the following steps to remove the duplicates in this case:. Go to File Info click on Account Settings. 3) Modifying ‘View’ settings in Outlook to remove duplicates For Outlook 2002, Outlook 2003, and Outlook 2007:. For Outlook 2002 and 2007, click on Current View under the View menu to change the option from folder view into a table type view. For Outlook 2003, under Arrange By option on the View menu, select and click on Current View to change the option from Folder View into a Table Type View. Right-click on the heading of the column (it’ll show some options) click on Field Chooser.
A list will be displayed, click on All fields. Impediment the Modified field and drop it to the table heading. Justify that the duplicate items have a different date from the initial set of items. If it is different, click on Modified heading so that the items are ordered using this field. In the set click the first item that you wish to delete turn to the last item in the set that you need to delete. Click on Shift+Delete key to delete it permanently.
![2016 2016](/uploads/1/2/5/5/125562409/269396374.png)
For Outlook 2010:. In the Ribbon of Outlook click on View select Change View click on Preview to change the option from folder view into a table type view. Validate that the duplicate items have a different date from the initial set of items. If it is different, click on Modified heading. Click the first item in the set that you need to delete spin to the last item in the set that you prefer to delete. Press and hold the key SHIFT+DELETE and release them together to delete the duplicate items for permanent basis. 4.) Use Outlook's Clean Up Tool Clean Up Tool is a feature of Outlook that allow you to remove duplicates from Outlook's PST file/folder.
Below are steps you need to follow:. Open your MS Outlook click on Clean Up from the ribbon bar of Outlook window to expand all the options. After expanding three options will be given: “ Clean Up Conversation”, “ Clean Up Folders”, “ Clean Up Folders & Subfolders” click on “ Clean Up Folders & Sub folders” option. A box namely “ Clean Up Folder” will pop up which will ask you whether to proceed the clean up or cancel? Click on “ Clean Up Folder”. Another option that a “ Clean Up Folder” show is “ Settings”, click on “ Settings” option to manually provide the location of deleted items folder (If you are using your own custom location to save deleted folder instead of default location). After clicking on “Settings” it will open “ Outlook Options” window click on “ Browse” to provide the location of PST file.
A pop up will appear by name Select Folder (showing all the available folders in Outlook) click on Deleted Items click OK. At final, click on “ Clean Up Folder”. Failure of Manual Solution and Need of Third Party Utility. If you have a smaller sized PST file that consist of few hundred emails in your inbox or archive folders, then it may be possible that you never faced the problem of duplicate emails and this will hardly happen to you in the near future.
However, the fact is that an average Outlook user receives around 50 to 100 messages a day. Therefore, most of the users have thousands or more emails stored in various folders and users may have no idea on how many duplicated emails are actually present in their Outlook profile. Sometimes, user may experience an error while using the Outlook's Clean Up Tool with the error message: ' No messages were cleaned up. Only messages that satisfy your clean up settings will be moved to the trash folder.'
. In both of the above conditions, user may not be able to solve the problem manually. So, they may need to move towards a third party utility that are available on internet like that I recommend to you on the basis of my experience and usage.
This utility removes duplicates from your Outlook's PST file/folder in a bulk, saving your time and is possible in few easy and simple steps (which may be helpful for the non-technical users). ConclusionTo remove duplicate emails in Outlook 2016, 2013, 2010, 2007, 2003 and below versions, just follow the above steps in order to avoid redundancy issues that occur in MS Outlook.
However, these manual procedures will be only applicable for smaller sized PST file.