How to Remove Duplicate Emails from Shared Mailbox?
This blog explores the reasons and solutions to remove duplicate emails from Shared Mailbox, so keep reading it. We all know that Microsoft 365 is a Microsoft-owned cloud-based productivity service helping businesses and individuals access emails and other data online. Office 365 has many mailboxes, and Shared Mailbox is one of them. Going by the name, Shared Mailbox is a mailbox with many users. This mailbox faces one major problem – duplicate emails – and requires urgent resolution.
Let’s start this blog with a quick introduction to Shared Mailboxes.
What’s a Shared Mailbox?
A Shared Mailbox allows multiple people to send, receive and manage emails from a single email address in a company. It supports shared collaboration on incoming emails, offering clear accountability and enabling unified project collaboration – from their respective mailboxes. A welcome storage of 50 GB makes a Shared Mailbox the best choice to avoid unnecessary primary mailbox cluttering due to unrequired and spam emails.
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Reasons to Delete Duplicate Emails in Shared Mailbox
Many reasons necessitate the removal of duplicate emails from shared mailboxes, and some of them are:
- Save Storage – Duplicate emails occupy storage in every mailbox – from primary to shared, and this storage is bound to get filled if you don’t delete the duplicate emails very soon. And when it comes to Shared Mailbox, removing duplicate emails becomes more crucial since emails with multiple responders will fill the 50 GB storage quickly.
- Slow Performance – Another reason to remove duplicate emails from Shared Mailbox is the slow performance of the mailbox. Factors like sluggish response time, long email loading time, and possible mailbox crashes can occur due to duplicate emails using too much internet to stay in the mailbox.
- Multiple Synchronization – If emails in the mailbox get synchronized across various devices (mobile, tablet) apart from your computer, mailbox users allow the emails to get repeated many times and storage to get over.
These reasons necessitate to fix duplicate emails from Shared Mailbox. Now let’s read the solutions to remove the repeated emails.
Recommended: Migrate Shared Mailbox to Office 365 Primary Mailbox
Solutions to Remove Duplicate Emails from Shared Mailbox
You can remove duplicate emails using manual or automated methods. Keep reading this blog to learn both!
Manual Method
The manual method for removing duplicate emails from the Shared Mailbox involves the mailbox itself! The best way to remove duplicate emails manually is to select and delete them from the mailbox. The following steps describe the entire removal process in detail:
- Log in to your Office 365 account using Admin credentials (if you are the admin of the Shared Mailbox account).
- Type a specific keyword or email address in the search bar on top. All the emails with the same keyword or email address will get displayed.
- Inspect each email separately for duplication.
- Select the duplicate emails and click Delete All. Alternately, select the emails, right-click, and select Delete.
- Open the Deleted Items folder, select all the duplicate emails, and click Delete All.
- Confirm bulk deletion and click OK.
- If your account has a Recoverable Items folder (generally hidden), open it and permanently delete the duplicate emails from the folder. All the duplicate emails will get deleted from the mailbox.
Even though this method looks easy to use, it isn’t! Limitations like a specific keyword or email address searches done one-by-one, the time consumed, and the steps involved restrict its usage. Hence, an automated tool is the best way to delete duplicate emails in shared mailbox.
Read Similar: Learn How to Remove Duplicate Emails in Outlook.com
Automated Method
The manual method to fix duplicate emails in Shared Mailbox looks perfect, but the limitations restrict its usage. Therefore, an automated tool can remove duplicate emails from Shared Mailbox without any restrictions of the manual method. We will discuss a tool you can use for deleting duplicate shared mailbox emails – the BitRecover Email Duplicate Remover Software.
Features of the Tool
This tool has many features, and some of these are:
- The tool creates a Duplicates Found folder in your email account automatically and put all duplicates.
- Batch Mode for removing duplicate emails from several shared mailbox accounts together.
- The tool maintains the original folder structure.
- Advance Filters for deleting specific duplicate emails in shared mailbox.
How to Remove Duplicate Emails from Shared Mailboxes?
- Install the tool on your computer and open it.
- Select Office 365 from the Email Source list and enter the email address. (Since we are talking about de-duplicating Shared Mailbox, the email address for the same gets entered here).
- Click Login and enter your account password on the Microsoft official login page.
- Click Sign In, and the tool analyses and adds the account folders on the left-side panel.
- Select the email folders for the de-duplication process.
- Enable the Use Advance Settings for Selective Duplication box to delete shared mailbox duplicate emails between two specific dates.
- Click Remove, confirm the de-duplication action, and click Yes.
- The tool will begin removing duplicate emails from your shared mailbox account.
- The tool will display a process completion message. Click OK.
- Log in to your Shared Mailbox account on your system to see the deleted duplicate emails under the Duplicates Found folder.
- Delete the Duplicates Found folder after checking the emails.
The automated process takes only a few minutes to remove duplicate emails from Shared Mailbox compared to the manual method. Another feature of the tool is that users who find the manual method quite complicated can use it without any worries or technical knowledge.
Conclusion
We discussed the reasons and solutions to remove duplicate emails from Shared mailbox in this blog. The only manual method for removing duplicate emails from shared mailbox involves selecting and deleting them from the mailbox. Even though this manual method sounds like the perfect option to delete duplicate emails in a shared mailbox, the limitations prevent Office 365 users from using it all the time.
On the contrary, the automated tool mentioned in the blog removes duplicate emails from Shared Mailbox without any limitations of the manual method. What makes this tool special is the facility to enter account passwords using the OAuth technology.
Read Similar: Best Choice to Remove Duplicate Emails in Gmail
Any Question? Get Answer!
Q 1: Can the tool delete duplicate emails only from the Sent Items folder in the Shared Mailbox?
Ans: Definitely! The tool can delete duplicate emails from Shared Mailbox folder(s) you select without data loss.
Q 2: Can I remove duplicate emails from primary mailbox accounts?
Ans: Yes! You can remove duplicate emails from Office 365 primary, shared mailbox, and other email accounts using this multi-platform deduplication tool.
Q 3: I want to try this tool before purchasing it. Is it possible?
Ans: It’s easy! Download the trial version that removes the first 25 duplicates from your shared mailbox account.
Q 4: Can I download this tool on my Windows OS 11 system?
Ans: You can comfortably install the tool on all Windows OS systems apart from the one in question.