How to Resolve Duplicate Contacts in Outlook

Outlook is a popular email client that offers extensive features, including efficient contact management. However, users often face the issue of duplicate contacts, which can lead to confusion, such as sending multiple emails to the same person. This article will explore the reasons behind duplicate contacts in Outlook and provide effective methods for their removal.

Reasons Why Outlook Creates Duplicate Contacts

Understanding why duplicate contacts occur can help prevent them in the future. Common reasons include:

• Drag and Drop Errors: Accidentally dragging and dropping emails into the People section can create duplicate entries.
• Multiple Email Addresses: Saving several email addresses for the same person can lead to duplicates.
• Multiple Address Books: Synchronizing with multiple Exchange Server address books can also cause duplication.

How to Remove Duplicate Contacts in MS Outlook

There are various methods to remove duplicate contacts from Outlook, and you can choose the one that suits your situation best.

1. Remove Unnecessary Contacts One by One

If you have only a few duplicate contacts, you can manually delete them:

1. Switch to the People tab at the bottom of the Outlook app.
2. Select the Phone View from the Current section.
3. Right-click on the unnecessary contacts and select the delete option.

This method is effective for small numbers of duplicates but can be time-consuming for larger lists.

2. Filter Contacts While Importing

For users with a larger number of duplicate contacts, filtering during the import process can be helpful.

Step 1: Export Contacts from Outlook

1. Open Outlook and go to the People tab.
2. Right-click on the Contacts Folder and select New.
3. Name the folder and press OK.
4. Move all your contacts to this new folder.
5. Click on the Save button, then select Open & Export, and choose Import/Export.
6. Select Export to a file, then Comma Separated Value (.csv), and click Next.
7. Choose the newly created Contacts folder and set the desired destination, then click Finish.

Step 2: Import Contacts into Outlook

1. Start the Outlook app and click on the File button.
2. Go to Open & Export and choose Import/Export.
3. Select Import from another program or file, then click Next.
4. Choose Comma-Separated Values and click Next.
5. Select Do Not Import Duplicate Items and click Next.
6. Choose the destination folder and click Finish.

3. The Best Way to Delete Duplicate Contacts from Outlook

For a more streamlined and efficient solution, consider using the SoftMagnat Outlook Duplicate Remover tool. This application features an intuitive interface that makes it easy for users without technical expertise to remove duplicates. Key benefits include:

• Customized removal options
• Compatibility with various Outlook versions
• A user-friendly experience with advanced filtering capabilities

Conclusion

This article provides insights into why Outlook creates duplicate contacts and offers practical methods to remove them. For users with extensive contact lists, utilizing a specialized tool like the SoftMagnat Outlook Duplicate Remover can save time and effort.

FAQs

1. What causes duplicate contacts in Outlook?
   • Duplicate contacts can result from accidental drag-and-drop actions, saving multiple email addresses for the same person, or syncing with multiple address books.
2. Can I prevent duplicate contacts from being created in Outlook?
   • Yes, by being cautious while saving contacts and regularly cleaning your contact list, you can minimize the chances of duplicates.
3. Is there a way to find duplicate contacts quickly?
   • Yes, you can use the Outlook search function to find contacts with similar names or email addresses, making it easier to identify duplicates.
4. Are there any third-party tools available for managing duplicates?
   • Yes, tools like SoftMagnat Outlook Duplicate Remover offer features specifically designed for identifying and removing duplicate contacts efficiently.
5. What should I do if I accidentally delete a contact?
   • You can restore deleted contacts from the Deleted Items folder in Outlook within a certain timeframe. If they are permanently deleted, you may need to retrieve them from a backup.