How to Remove Duplicate Contacts in Outlook [Windows & Mac]

It can be a challenging and equally time-consuming task to manage duplicate contacts in Outlook. This comprehensive guide provides three effective methods to remove duplicate contacts in Outlook. Two of these methods are free manual methods while the last one requires a professional tool. However, the demo version of this tool can be acquired and tested for free.

We’ll cover individual deletion, Outlook’s built-in Import/Export tool, and a professional solution for mass deletion of duplicates.

Why do Duplicate Contacts Appear in Outlook?

Duplicate contacts in Outlook typically appear because:

• Multiple devices or accounts synchronize the same data
• Contacts were imported in Outlook from different sources
• Users made errors while entering contact cards manually
• Outlook account migrated from somewhere has the same contacts
• Users share calendars between them.

There are various sources of duplicate contacts like synchronization between multiple email accounts, repeated imports in Outlook, or manual entry errors. These duplicates clutter your address book which leads to confusion and inefficient contact management. This guide provides detailed solutions for both Windows and Mac users to effectively remove duplicate contacts in Outlook.

So let us start with the methods to ensure a clean and organized contact list.

How to Remove Duplicate Contacts in Outlook Using 3 Methods

We are going to describe how Outlook removes duplicate contacts manually for free. The first two methods are the manual methods that we are going to discuss to complete the process. The third method makes use of a professional Outlook Duplicate Contacts Remover to mass delete duplicate contacts in Outlook. Go through each of these methods and find the one that meets your requirements.

Also Read: How to merge duplicate contacts in Outlook?

Method 1: Individually Delete Duplicate Contacts from Outlook

• Open Outlook, and select the “People” icon.
  
• Now, from the Current View tab, select the Phone option from the list.
  
• Afterward, press the Ctrl key and select duplicate contacts.
  
• At last, use the Delete key to delete duplicates.

Method 2: Remove Duplicate Contacts from Outlook using the Import/Export Tool

This is a faster way compared to removing duplicate contacts in Outlook one by one. It is easy to export contacts as a file and then import them back into a fresh Outlook folder. During this import process, we can take advantage of the duplicate detection facility. Follow the below-listed stages to get the best out of this method.

Stage #1) Create an Empty Folder for Outlook Contacts

• Open Outlook.
• Now, go to the “People” option.
• Now, right-click on Contacts and select New Folder.
  
• Go back into your primary Contacts folder & select all the contacts.
• Now, drag & drop all the contacts to the newly created folder.
  

Stage #2) Export Outlook Contacts from Outlook for Deduplication

• Open Outlook to remove duplicate contacts in Outlook.
• Now, click on File >> Open & Export >> Import/Export.
• Next, select the “Export to a File” and then choose a CSV.
  
• Choose the duplicate folder that you have created.
• Finally, click “Next” to finish the procedure.

Stage #3) Manually Delete Duplicate Contacts in Outlook

• Open Outlook.
• Click File >> Open and Export >> Import & Export.
• Now, select “Import from another program“, and then choose CSV
• Afterward, browse the CSV file & select the “Do not import duplicates” option.
  
• Hit on “Finish” to remove duplicate contacts in Outlook.

Method 3: Use Outlook Duplicate Contacts Remover for Mass Deletion

Best Outlook Duplicates Remover by SysTools is a comprehensive solution to remove duplicate Outlook contacts efficiently. It offers a professional approach with advanced features and automated processing. Some of the key features of this software are mentioned below:

• Bulk deletion of duplicate contacts across/within multiple folders
• Smart matching algorithms to detect similar contacts
• Custom filtering options for selective duplicate removal
• Support for Windows and Mac Outlook versions
• Preserve contact metadata during deduplication
• Multiple duplicate matching criteria
• Batch processing of large contact lists
• Works on multiple Outlook items:
  • Emails – For more info, read the article on how to remove duplicate emails in Outlook
  • Contacts – As described in this article.
  • Calendars – For more info, read the article on how to remove duplicate calendar events in Outlook
  • Tasks – For more info, read the article on how to delete duplicate to do lists in Outlook
  • Notes – Select the Notes option in the software interface.
  • Journals – Select the Journals option in the software interface.

Users can download this software for free as it is a demo/trial version. It is recommended to test the tool on your system and ensure that it fits your requirements. For any queries, text our tech support staff anytime.

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Steps to Remove Duplicate Contacts in Outlook (Mac & Windows)

• Download and install the duplicate contacts remover application.
  
• Launch the application and click the “Add File(s)” button.
  
• Choose b/w “Within Folders” & “Across Folders” option.
  
• Tick the added Outlook PST folders that have duplicate contacts.
  
• Select “Contacts” as the item type.
  
• Specify duplicate matching criteria (name, email, company, etc.)
  
• Choose the appropriate Delete action on duplicate contacts.
  
• Export and save the cleaned contact list back to Outlook.
  

Comparison of the Three Methods (Table)

Feature	Manual Deletion	Import/Export Tool	Professional Tool
Speed	Slow	Moderate	Fast
Accuracy	Low	Moderate	High
Batch Processing	No	Limited	Yes
Custom Filtering	No	No	Yes
Ease of Use	Simple	Moderate	Simple
Cost	Free	Free	Paid
Time Required	High	Moderate	Low
Risk of Data Loss	High	Moderate	Low

Popular Queries with their Answers

Q 1: What is the fastest way to remove duplicate contacts in Outlook?

Outlook’s built-in Import/Export tool with the “Do not import duplicates” option is the quickest free method for small contact lists. The overall fastest method to remove duplicate contacts in Outlook is using a professional duplicate removal tool. The dedicated software offers:

• Bulk processing capabilities
• Advanced filtering options
• Higher accuracy in duplicate detection
• Faster processing time

Note: Make sure to use the demo/trial version of any tool you find online before purchasing one to ensure it works for you.

Q 2: Does Outlook for Mac handle duplicate contacts differently?

Yes, Outlook for Mac handles duplicate contacts slightly differently:

• The interface and menu options vary from the Windows version
• Built-in duplicate detection is more limited
• The manual removal process involves different steps.

Q 3: How can I prevent duplicate contacts in Outlook?

Users can prevent duplicate contacts in Outlook by doing the following:

• Use a single primary account for contact management
• Do not import contacts from multiple sources
• Do routine checks (by sorting) of contact lists if your work involves a big list
• Check for existing contacts before adding new ones
• Configure proper sync settings across devices
• Always keep a backup of your contact list

Q 4: Is it possible to delete only the required contacts field?

Yes, with the help of the mentioned utility, it is possible to delete duplicate contacts in Outlook as per the required contacts fields. You can choose First Name, Last Name, Company, File As, Email ID, etc.

Bringing it All Together

It is important to remove duplicate contacts in Outlook on Mac/Windows to have an organized and efficient contact management system. The free manual methods are available for users with fewer duplicates. While the professional solution offers the most comprehensive and reliable approach to handle large contact lists. Users may choose the most appropriate method based on their needs, number of contacts, and the time they can invest.