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Outlook Pro 2010 - duplicate emails

Posted on 2013-05-18
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I regret to say that over the years, I have ended up with duplicates of thousands of emails. I have tried to use Duplicate Cleaner, but there are four archive.pst files in addition to the Outlook.pst file with many subfolders, and it just seems to be too much for it.

It seems to me that the Import PST feature with the option "Do not import duplicates" should allow me to create a new profile/PST file, start out fresh with no messages, import each existing PST file, and that only one copy of each email not previously imported would be imported. However, when I set up my Gmail POP3 account, everything online pours into my Inbox and takes several hours. Then, when I import my PST files, duplicates are imported.

1.  Is there a way to stop my entire Gmail online account from downloading when I set up a new POP account?
2.  Is there a way to start out with no emails, import my archive.pst data from multiple files and have no duplicates, then start receiving new Gmail messages from that point on?

I also have it set up as an IMAP folder, but really prefer to just use IMAP on my Nokia Lumia phone, iPads, laptops, etc. My online account only goes back to 2011, and my PSTs go back to the 90's. I am also noticing that some current online messages are not POPing to my Outlook mailbox. I would like to continue using Outlook 2010 on my PC, but will certainly consider other options.

Appreciate your guidance with this.

Cathy
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Question by:pcladylr
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by:John Hurst
John Hurst earned 300 total points
ID: 39177628
With Outlook 2010, every time you set up a new account, a new PST file is created. That is different than with Outlook 2007 and prior. In the Account Setup you can manually point to the file you want to use. Multiple PST files may be contributing to your issue.

Also, in Outlook, in Send/Receive Groups, Define Send/Receive Groups, you can edit All Accounts, and then you may see accounts with the same address that are checked (enabled) for Send/Receive. I have duplicate accounts and you may have as well. Uncheck accounts not needed.

If all is in order on the above two steps, then somehow in Gmail you must be resetting the flag to download again.

The above addresses point 1 in your post.

For point 2, if Gmail has been set to download, then I do not think you can download from partway through.

.... Thinkpads_User
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Accepted Solution

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pcladylr earned 0 total points
ID: 39196654
Thank you, Thinkpads_User. I have done some research and consulted a tech friend and will probably do the following:

Purchase a new Windows 8 Pro PC
Go to Office 365
Install Office 2013 Plus
Start using a new email address and forward my Gmail account to it
Import all of my current PST files into the new Exchange 365 account in Outlook
Run Duplicate Cleaner on my new PST file

I did find that the solution to all the Gmail messages downloading to a new PST file is to create a folder online and move everything in the Inbox to that folder before starting to POP that account.
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Expert Comment

by:John Hurst
ID: 39196779
Please keep us posted. I am using Windows 8 Pro 64-bit with Office / Outlook 2013. Outlook 2013 works the same way as Outlook 2010 with respect to accounts.

So once you get Gmail and your PST accounts coordinated, moving the PST to Outlook 2013 should not present any difficulties.

... Thinkpads_User
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Author Closing Comment

by:pcladylr
ID: 39218414
Will do! Thanks again.
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