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Outlook add-on removes duplicate email messages

Removing duplicate email messages in Outlook can free up valuable storage space and CPU time wasted during indexing. This Outlook add-on automatically searches for and deletes redundant messages.

Duplicate email messages don't just waste storage space, they also waste CPU time during indexing. Users can also...

squander valuable time simply trying to figure out which copy of an email is the original.

MAPILab's Duplicate Email Remover (DER) is a simple automation tool that will clean up duplicate email messages from a bevy of Outlook .pst files. DER simplifies finding and purging an Outlook mail store of redundant copies of email messages.

MAPILab's tool installs as an Outlook add-on that appears as a toolbar button labeled Duplicates…. After clicking on the button, you can either search for duplicates in a single folder or in a hierarchy of folders.

If searching a folder hierarchy, you can prioritize how folders are searched and give certain messages in specified folders precedence over others. This way, duplicates can either be purged or preserved from folders that are more likely to contain them.

Once you've determined where you'd like to search, you can select which folders to search and sort them by priority. Duplicates can be purged immediately, moved to a folder and marked for future processing, among other commands.

MAPilab's Duplicate Email Remover tool for Outlook
Figure 1. The Duplicate Email Remover searches for and marks email as duplicates in Outlook.

You can also choose the message processing end date. For example, you can choose to process only messages that were received in the last 30 days or the last year. You can also make sure that messages are only marked as duplicates if certain fields match one another. The subject and body of the message are automatically considered candidates, but you can add the name of the sender, attachments and other options as criteria.

The time that it takes DER to process your mail store will vary, depending on how many messages it has to go through as well as your system speed. On my machine, it took about 10 minutes to process my Outlook store of roughly 7,000 messages. You can export a list of duplicated messages or a general summary report once you're finished running DER.

Note: When you're running DER, you can't do anything else with Outlook. You won't be able to read or respond to email until you close DER.

The free trial version is limited to 30 days and will only process 10 messages at a time. But it does give you a good feel for how the program works. The Duplicate Email Remover tool works with Outlook 2000 through Outlook 2010.

ABOUT THE AUTHOR
Serdar Yegulalp has been writing about computers and information technology for more than 15 years for a variety of publications, including InformationWeek and Windows Magazine.
 

This was last published in July 2010

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