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Find Duplicate Notes

Find Duplicate Notes
Finds duplicate Outlook notes and tags them with category and/or flag.
Version: 4.21 released on May 11, 2023.
(4.9 / 98 reviews)

Find Duplicate Notes for Outlook
You can download a free limited version down below

This utility finds duplicate notes and tags them with special categories and/or a flag. It offers flexible search options to find and categorize similar notes. It is a convenient and effective solution to declutter and improve the organization of your mailbox.

Main features

  • Finds identical notes in multiple Outlook folders at once.
  • Assigns special categories to duplicates for easy identification and management.
  • Marks duplicates with a flag to quickly identify them and take appropriate actions, such as deleting or moving them to a separate folder.
  • Can use custom fields to compare similar notes according to your preferences.
  • Searches for duplicates across all selected Outlook folders or within each individual folder.
  • Uses folder priority to determine which notes are originals and which are duplicates or defines the oldest items as the originals by default.
  • Searches for duplicates in multiple Outlook mailboxes and Exchange Public Folders with a command-line app in the Professional Edition.
  • Automatically runs a scheduled search on a regular basis using Windows Task Scheduler and a command-line application available in the Professional Edition.
  • Provides a log report upon completion for tracking and auditing purposes.

Why does Outlook duplicate notes?

Outlook can duplicate notes for various reasons, including syncing issues, software bugs, or accidental duplication by the user.

Visit our blog to learn more about the causes of Outlook duplication. This article explains why duplicates occur in Outlook and offers tips on how to avoid them.

Why do you need to find and mark duplicate Outlook notes?

Identical notes in Outlook clutter your mailbox, make it difficult to find important information and lead to mistakes. Assigning special categories to duplicates or flagging them can help you quickly identify and remove unnecessary information. This helps you better organize your work and frees up space.

How to find duplicate Outlook notes manually

You can use built-in Outlook tools to manually find and categorize duplicate Outlook notes. To do this, follow these steps:

  1. Open Outlook and navigate to the Notes folder you want to check for duplicates.
  2. Go to the View tab > Current View section.
  3. Click on the Change View and select Notes List.
  4. Then click View Settings and sort your notes by subject, created date, and other parameters.
  5. Scan the list for notes with the same parameters.
  6. Right-click a duplicate and select "Categorize."
  7. Choose a category for the note.
  8. Repeat steps 5-7 for all duplicate items.
  9. Repeat steps 1-8 for each folder you need.

Disadvantages of the manual way:

The manual method is not effective if you have many items and folders to search through. It takes time and attention, and you may not catch all duplicates.

How to find duplicate notes in Outlook automatically

This tool saves you time and effort by automatically finding and tagging duplicate notes in your Outlook folders. It provides a comprehensive set of features that make it a convenient and effective solution for identifying and tagging similar Outlook notes.

Benefits of the automatic duplicate finder

The automatic method is faster and more efficient. The utility quickly and accurately identifies similar notes by using the fields to compare them as you prefer. Flexible settings allow you to scan multiple folders at once, across them, or in each folder separately.

The automatic approach reduces the risk of error and offers different options for marking duplicates.

Steps to find duplicate notes in Outlook automatically

  1. Launch the utility from within Outlook or as a standalone application.
  2. Click the "Configure..." button and select the Outlook folders to process.
  3. You can assign multiple categories to the duplicates found. To do this, click the "Select categories" button and separate the categories with semicolons.
  4. If required, select the “Mark duplicates with flag” option.
  5. By default, the tool scans each folder separately, but you can also search across all selected folders. Enable this option if you prefer.
  6. Prioritize certain folders to keep the original items. If not, the tool will delete the newer identical notes.
  7. You can use custom fields to compare notes by selecting the appropriate checkbox in the General tab and then specifying the criteria for matching in the Fields to compare tab.
  8. Once you have configured the utility, you can save your settings and click Run to start the process.
  9. After the utility completes the search, a log report will display the actions taken and any errors encountered during the process.

How to find duplicate Outlook notes in multiple mailboxes

To find duplicate notes in multiple mailboxes, you can use the command-line application available in the Professional Version of the utility. It uses scripts and batch files to automatically find duplicates for multiple users at once.

Using the command line with the Windows Task Scheduler allows you to schedule automatic searches.


How can I assign custom categories to duplicate notes using this utility?

When configuring the utility, you can assign any number of custom categories to duplicates by selecting the "Assign categories" option. Then specify the required categories by clicking the "Select categories" button.

To create a new custom category, use the "Categorize" feature of Outlook Notes. Select Categorize > All Categories > New to add a new category.

How can I quickly spot duplicate notes using this utility?

You can flag identical notes using the "Mark duplicates with flag" option.

How can I tell which of the notes are the originals and which of the notes are duplicates?

The utility provides a folder priority setting to determine which folders contain the originals (high-priority folders) and which contain the duplicates (high-priority folders).

How do I automatically remove duplicate Outlook notes?

Use the special tool to automatically remove identical Outlook notes or move them to another folder.

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All utilities easily integrate with Outlook (optionally)

* This utility is for non-commercial home use only. It will not run in domain enviroment. Some of the described features and support for domain enviroment are available in advanced version of the utility only. Free version may have additional limitations.

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