This results in duplication of the emails. If the rules are configured incorrectly, it will create confusion when you receive an email message. The reasons are many, and the possible reasons are listed below. Reasons That Result in Duplication of Email Messages The Outlook backups will take more space and if you save backups at any external cloud storage, then you will need to pay more for extra space.If the Outlook is configured with Exchange Server or Office 365, duplicate items will increase the size of Exchange/Office 365 mailbox.It takes more time in accessing new emails and replying to them. It negatively affects the business productivity. Duplicate emails increase the size of the Outlook data files unnecessarily.If you continue to reply the same email multiple times, then it will lead to further confusion between the team members and clients. The user cannot confirm whether an email was replied or not. You will probably be facing the below-mentioned problems at some point in time. Outlook users commonly encounter duplication of messages and emails from time to time. For ensuring smooth performance, Outlook requires loads of resources. Microsoft Outlook is counted among the prominent applications offered with Microsoft Suite. How Duplicate Items May Become Problematic for You? This makes sure that you have a complete record of all content in the Conversation in the event someone alters a message that is contained inside a reply.Try automated tool Kernel for Outlook Duplicates Remover to quickly detect and remove duplicate items from your Outlook PST mailboxes. We recommend that you select this option. To always keep the original message if someone alters the message when it is included in replies, select the When a reply modifies a message, don’t move the original check box.
To always keep any message that is digitally signed, select the Don’t move digitally-signed messages check box. Flags apply to specific messages, and deleting a flagged message would result in the loss of the flagged message. To always keep any message that is flagged, select the Don’t move flagged messages check box. Categories apply to specific messages, and deleting a categorized message would result in the loss of the categorized message. To always keep any message that is categorized, select the Don’t move categorized messages check box. The remaining Conversation messages will contain any messages that are deleted, such as those that you might not have read. We recommend that you don’t select this option. To always keep any message that you haven’t read, select the Don’t move unread messages check box. Note: This option is not available if the destination is the Deleted Items folder. On the Home tab, in the Delete group, click Clean Up.Ĭlean Up Conversation The current Conversation is reviewed, and redundant messages are deleted.Ĭlean Up Folder All Conversations in the selected folder are reviewed, and redundant messages are deleted.Ĭlean Up Folder & Subfolders All Conversations in the selected folder and any folder that it contains are reviewed, and redundant messages are deleted. Conversation Clean Up can delete all of the messages except the last one from Tim because within that message is a copy of all of the previous messages.Ĭonversation Clean Up is most useful on Conversations with many responses back and forth, especially with many recipients. Tim’s reply includes all of the previous messages in the Conversation. Now, Tim sees Anne’s message and replies to both Jeff and Anne. Anne replies to both Jeff and Tim and in her Outlook message body, Jeff’s complete original message is included.
If a message is completely contained within one of the replies, the previous message is deleted. What does Conversation Clean Up do?Ĭonversation Clean Up evaluates the contents of each message in the Conversation.
Multiple people might reply to different messages in the Conversation. In many Conversations, there might be many replies back and forth. The messages of a Conversation have the same subject.įor example, when you send a message to someone and then they reply, a Conversation results. A Conversation is the complete set of email messages from the first message through all responses. You might know a Conversation by the term email thread. Redundant messages throughout a Conversation are moved to the Deleted Items folder. The Conversation Clean Up feature in Outlook can reduce the number of messages in your mail folders.
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