Keeping multiple copies of a single email is something illogical. Sometimes, even you are not aware of presence of more than one copy of an email in your mailbox. It happens due to various configurations you perform in order to increase maintainability and accuracy. One of the configurations that cause email duplicacy in mailbox is Synchronization Tools.
Synchronization Tools help you keep all your Outlook contacts on mobile devices like mobile phone, PDA etc., and keep you in sync with the Outlook. Synchronizing may seem a bit tricky for the first time and hence may result in duplicacy. For instance, you have a contact named "Thomas"(Full Name – Thomas Jacob) in your mobile phone and "Thomas Jacob" in the Outlook for the same email ID. In this case, if you synchronize, the tool would not know that both the names address the same person and will cause duplicacy.
To prevent, it is necessary to keep track on contacts order before you synchronize for the first time. It is better to create a dummy mail account to ensure that it doesn't mess up with the original Outlook contacts. It also allows safe synchronization with the mail profile and you can use Outlook to clean up contacts on mobile device. Once you get control over it and are sure that the synchronization creates no duplicates, you can move the contacts to the original mail profile from the dummy profile. Do the following:
• Open Outlook with the original mail profile
• Connect with PST file using dummy mail profile
• Transfer the contacts from the dummy profile PST file to the original contacts folder
It is good to know that duplicacy cannot be eliminated completely as the synchronization tool is not intelligent enough to identify and remove the same items. The accuracy, to an extent, depends on the tool you're using.
Receiving an email over and over again accelerates PST file corruption as it might reach and go beyond the specified file size limit hence leads to data loss. Well, a good news is there are some workarounds that can remove email duplicacy and get you a mailbox free from duplicate emails.
'Outlook Duplicate Remover' applications are capable to combat email duplicacy. The software does not allow duplicate emails to reside in the mailbox through the effective features. And in a way, these software prevent PST corruption due to oversize. They offer easy to use and interactive interface and are available over the web.