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Outlook 2003 duplicate emails

I recently allowed Outlook 2003 to leave messages on the server and then to delete them after 6 days. I did this so my iPhone could access the server and pull the email also. My iPhone is getting the job done just fine.
The problem is that Outlook is pulling MULTIPLE duplicate emails from the server. It just keeps on getting the same emails again and again. I tried to look online and found this problem, but it seems that it is an old probple and the fix should have been built into the Microsoft Office/Outlook updates. I have gone to the Office update site and I have the most current downloads for Outlook 2003.
Help Please.

- Michael

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  • yschlussel Jul 23, 2009




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    Currently there are no duplicate accounts.

    What Outlook should be able to do is to see that an email was already received
    and be able to ignore it the next time you do a send/receive.

    This is how my iPhpne treats those emails. It will download
    them ONCE and them the next time it goes to get email, even though the emails
    are all on the server, it ignores the emails already downloaded – i.e. it
    compares the emails and sees if they were downloaded before.

    In fact Outlook sort-of does this already. B/C when I get a
    new email which comes through, Outlook will receive that email alone, and claim
    that it is finished receiving emails, only later to pick up all the emails

    On the MS KB this problem is documented. Please see below
    the full description which I wrote about the problem and their solution when I
    thought I would be able to submit this when I purchased the premium service.

    OK here is my problem:

    I recently changed the setting on Outlook 2003 to
    "leave a copy of messages on the server" and I have it set to remove
    from server after 6 days. The reason that I did this is to be able to have a
    mobile phone access the email as well and download it to the phone. The problem
    is that Outlook is downloading NUMEROUS copies of the same email. many many
    many copies. (My mobile phone on the other hand only downloads 1 copy of the
    email and then ignores it from juno - I guess recognizing that it has already
    received that email).

    What will normally happen is that it will download the new
    emails. Then say that send/receive is complete. I can even manually force a
    send/receive and it will download nothing.Tthen a ½ hour later or so (many
    times it is unpredictable) it will download all the same emails again. Then
    some time later download them again and so on and so on. (I ended up with about
    2000 extra emails yesterday!)

    This is what I have found out so far on my own:

    Microsoft details this issue here :

    They say that there is a hotfix which you can download, but
    they also give many warnings about it and are not taking responsibility for it.
    They even go to the trouble of making you send a request for the file and the
    zip file which they send you is password protected. They send you the password,
    but it expires after 1 week.

    In any even they also say that it would have been included
    in Office service pack 2. I already have service pack 3 installed. I tried to
    re-install it, but that didn’t work.

    I then tried to reinstall the entire MS Office 2003
    Professional and then re-install SP3 and that didn’t work.

    As far as I can see the only things which I didn’t try were
    to either completely un-install Office and then to do a full install OR to try
    out the MS hotfix.

    I don’t really want to do either one of them if I don’t have

    Do you have any suggestions?



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My good friend was in similar complicated situation. Fortunately only one utility could help him and in my view should assist in this trouble also - osttopst.

Posted on Jan 17, 2011

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The Wiz says:

#1) temporarily set to allow any size file to download
#2) if the inbox has some headers marked for download, or for delete, and the emails are no longer on the server, Outlook goes stupid.
#3) clean out your inbox as best possible
#4) if possible, use something like SpamManager to access your email and delete everything from the server.
#5)in Outlook inbox, highlight any email that has a flag for download, or delete, or a flag with a little picture of a phone.
#6) move all of these to the delete folder
#7) Outlook should give you a message something to the effect of ...give us a minute to straighten out something.
#8) all of these header thingers should be gone.
#9) Outlook should be fixed.
#10) if there are still header things marked with red flags and phones keep working to get these deleted.
#11) also, Outlook may not be showing it, but you may suddenly see Outlook sending emails that are not in the outbox. (mystery mail)

Posted on Jan 09, 2010

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Are you using Norton? Are you trying to download two pop3 email accounts? That may be contributing to this issue. See here, even if you're not. Another MS article relating here.
You might find one of the duplicate email removers available here useful.
I seem to remember fixing this same problem on a system a couple of years ago, but I can't find any saved documents that relate to it. I think it may have been caused by a corrupt mail profile, and was only corrected by creating a new profile in the control panel, but I can't swear to that...If you want to try it, see instructions here. See also this MS article for an explanation of how these messages are synched, which could support the notion that one of your profile folders is corrupted.
Otherwise, have you taken a look at the Event Viewer to see if there are any warnings or errors associated with Outlook that would indicate the cause of this problem?
And finally, try running chkdsk on your system to look for file corruption that may be contributing to the problem. Instructions to do that here and here.
As an addendum of sorts, here's a link to an article that helps with failed installations, and has a lot of good tips for clearing temp files, old active x, etc etc that may contribute to problems with your system's application of the office updates. I use ATF temp cleaner, and find it helps with many of these sorts of issues, and does no harm, which is more than can be said for most registry cleaners.
As a last resort, I'd consider running the ccleaner registry cleaner and then very carefully evaluating the outlook entries it finds to see if there are problems detected that it may correct. But only do this after making a backup (use Erunt and the built in backup in ccleaner) of your registry and understanding the possible consequences of removing entries from the registry.
Hope something there proves helpful...

I hope this information allows you to resolve this issue. If you need further assistance, please post back with a comment to this thread.
If I've managed to answer your question or solve a problem, please take just a moment to rate this post....thanks!

Posted on Jul 23, 2009

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To start go to the account settings , and ensure that there is no duplicate account , this will cause duplicate message when option to not delete messages from server is chosen.

In that case delete duplicate accounts or chose not to include duplicate accounts in Send and Receive.

If there is no duplicate account, that means that you will get duplicate emails only when you access your account from different computers. In that case there is nothing to do. If copies are kept on the server, they will get downloaded again each time you connect to the server from a different computer. That is the way a pop server works.


Posted on Jul 23, 2009

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1 Answer

How to change settings in Outlook to delete message from server after downloading

Hi, follow the steps below. Don't change any of your settings since they already work, but when you get to step 7 this is where you check whether or not you want to remove the emails from the sever.

Open Outlook 2003 then:
  1. Click Tools ' E-mail Accounts.
  2. Select Add a new e-mail account and click Next.
  3. Select POP3, then click Next.
  4. Enter the following information:
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      • E-mail Address: Type your Yahoo! Mail Plus email address (for example,
    • Server Information
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      • Outgoing mail server (SMTP): Type
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      • User Name: Type your Yahoo! ID (your email address without the "").
      • Password: Type your Yahoo! password.
    • Check the Remember password checkbox if you don't want Outlook to prompt you for your password each time you check your mail.
    • Do notcheck the Log on using Secure Password Authentication (SPA) checkbox.
  5. Click the More Settings button. The Internet E-mail Settings dialog box appears.
  6. Select the Outgoing Server tab:
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    • Make sure that Use same settings as my incoming mail server is selected.
  7. Select the Advanced tab:
    • Under "Incoming server (POP3)," check the This server requires an encrypted connection (SSL) checkbox. The number in the "Incoming server (POP3)" field usually changes automatically from 110 to 995. If it doesn't, type 995.
    • In the Outgoing server (SMTP) field, type 465. Under it, check the This server requires an encrypted connection (SSL) checkbox.
    • If you want to save your Yahoo! Mail messages on both the Yahoo! Mail server and on your computer, check the Leave a copy of messages on the server checkbox. If you want your messages to be deleted from the Yahoo! server once Outlook has downloaded them onto your computer, leave the box unchecked.
    Note: After your messages are deleted from the server, we cannot retrieve them.
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  10. Close and restart your Microsoft Outlook.

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Yahoo forwards email to outlook and then deletes mail in yahoo. how do i stop this from happening

When you declare your yahoo account into outlook, you can configure outlook to not delete message on the server.
Outlook - tools - account settings - change - more settings - advanced tab - check box "leave a copy of messages on the server".

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Basically you can't. You set up Outlook as your email client, it downloaded and deleted the emails from the server then you thought that they would magically reappear . They don't. If you didn't want Outlook as your email client you shouldn't have set it up, or you should've set it up to leave messages on the server.

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mayby you have select leave mail on server in your program than thad wil happend some time

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My outlook downloads all the mails from the inbox

Yahoo uses POP3 as the e-mail protocol, which gives you ther option of retrieving messages but not deleting them. It sounds as though the "Leave a copy of messages on the server" option in the Advanced settings for the account is checked so that messages are left on the Yahoo e-mail server. To check on that and change it:
  1. In Outlook 2003, select Tools->E-Mail Accounts;
  2. When the E-Mail Accounts wizard pops up, under the E-Mail areaq, make sure that "View or Change existing e-mail accounts" is selected, then press Next;
  3. Select your Yahoo account in the dialog that pops up and click on "Change";
  4. The Internet E-Mail Settings dialog for the Yahoo account pops up. Click on "More Settings", then in the dialog that pops up, click on the Advanced tab;
  5. At the botton of that tab, there is an area marked as "Delivery". Make sure that "Leave a copy of messages on the server" is unchecked, then click OK;
  6. Click the Next button on the dialong, then click "Finish".
At this point, if you check e-mail using Outlook, the messages should be deleted from the server. If not, then we can go from there.

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How to receive e-mail at more than one p.c.

Generally users of POP3 email like to download messages to their PC and take them off the central server. But sometimes you'll want to leave them there so you can access them again. Like most other mail client applications, Outlook Express can be configured to leave messages on the server indefinitely or for a specified period of time.
How to Set Outlook Express To Leave Email Messages On The Server
Open Outlook Express
Select Tools/Accounts.
Click on the Mail tab, highlight YourAccount and click on the Properties button.
Click on the Advanced tab.
In the Delivery section, select the checkbox to Leave of copy of messages on server.
Select the appropriate checkbox to delete the messages from the server after a certain number of days or until the messages are deleted from the Deleted Items in Outlook Express. (Do also check you mailbox size from your internet provider, If you get a lot of emails you may fillup your mailbox fast)
For Outlook 2003
go to Tools > Options.
Select the Mail Setup tab from the Options dialog, and click E-mail Accounts.
Select the email account and click Next
Under the Delivery section of the Advanced tab, Checking the Leave a copy of messages on the server checkbox instructs Outlook 2003 to leave a copy of your emails on the server indefinitely
You will find the same options on all email software. Once you have Set this on all the computers, you will get the same mails on each one.
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If you want to remove duplicates in outlook you have to remove copy to server once you downloaded the mails. Here is how to do it:

open your Outlook > Tools > Email Accounts > select View or Change Existing e-mail accounts and click next > double click email account Name > click More Settings > Click Advance > then UNMARK the Leave a copy to Server.

Note: If you are using the same account in more than one computer, only the first to download will receive the emails.

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If your getting duplicate emails from the same server, either #1 you've configured multiple email accounts for the same email address or #2 see below.
You will find these setting under TOOLS/ OPTIONS/ MAIL SETUP/ Click Email Accounts, under the Email tab, click "change". This will list all accounts. delete any duplicates for the same email address.
#2 If there are no duplicates in Outlook its possible you've told your email server to forward your email to you.
What Outlook does is retrieve this mail from the server, so doing both would result in duplicates as well
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1 Answer

Duplicate e-mails


Here is the solution for you

You can also check this


1. How to stop receiving duplicate email messages

There are a few things you can check to stop duplicate email messages.

Start by checking Rules to be sure that copies are not being made to the Inbox, and make sure that all your rules end in "Stop Processing" actions.

Then check the task manager to be sure that there is only one instace of Outlook running.

Two instances of outlook.exe running can produce two messages arriving at the same time.

You will need to then determine why two instances of Outlook were running in the first place.

Another thing you can do is to delete/remove ALL your e-mail accounts and recreate them. This worked for some people.  

Finally, another person had this happen when he had two e-mail accounts set up - using two e-mail addresses, but the same POP3 incoming and same SMTP outgoing.

What happened is that the second account was getting the e-mails from the POP3 server before they were actually deleted after the first account was finished.

If this is the problem you can disable the receive on the second account.


2. How to remove Outlook duplicates, including email, contacts, appointments, and tasks

If you have just a few duplicates, it may be easiest to manually remove them. For emails, this is no problem but for any other Outlook item it is easiest to view the items in a table view, then select the duplicates, then delete them.

To accomplish this, go to View...By Category (or "By" anything really). This gets the view into a mode you can work with.

Click either names or subjects (or any shown field) in the column header (in the gray area) to gather similar items together.

You can then delete all the duplicates you find.

You can also check this :

Hope this helps.

Good Luck.

Live, Love, Laugh.

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