How to Merge Duplicate Contacts in Outlook: The Most Efficient Methods

Updated at: 31/05/2025

Dealing with duplicate contacts in Outlook can be a frustrating time sink. This article provides efficient methods to tackle this common problem, saving you valuable time and ensuring your contact list remains organized and accurate. We'll explore several techniques, from manual merging to leveraging powerful add-ins, empowering you to reclaim control of your Outlook contacts. Discover the best approach for your needs and experience a cleaner, more efficient contact management system.

Methods: Using Outlook's Built-in Merge Duplicates Feature (Outlook 2013 and later)

Step-by-Step Instructions

  1. Access People View

    • Open Outlook and go to the People view.
    Open Outlook and go to the People view.
    Access People View

  2. Initiate Merge

    • Select the duplicate contact.
    • Click the three dots and choose 'Link Contacts'.
    Click the three dots and choose 'Link Contacts'. Click the three dots and choose 'Link Contacts'.
    Initiate Merge

  3. Complete Merge

    • In the dialog box, link or unlink contacts as needed.
    In the dialog box, link or unlink contacts as needed.
    Complete Merge

Tips

  • This feature is particularly useful for quickly merging a few identical contacts.

Methods: Employing Software Tools for Bulk Duplicate Contact Removal

Step-by-Step Instructions

  1. Prepare Software

    • Download and run the software.
    • Add the PST file or folder with the duplicate contacts.
    Add the PST file or folder with the duplicate contacts. Add the PST file or folder with the duplicate contacts.
    Prepare Software

  2. Configure and Merge

    • Select the merge tab and choose to merge contacts into a new file, existing file, or directly into Outlook.
    • Select contacts and tick the 'skip duplicate items' checkbox before saving.
    Select contacts and tick the 'skip duplicate items' checkbox before saving. Select contacts and tick the 'skip duplicate items' checkbox before saving.
    Configure and Merge

Tips

  • This tool allows you to merge contacts efficiently without any fear of data loss.
  • This method is especially helpful for large numbers of duplicates.

Methods: Export, Clean, and Re-import Contacts

Step-by-Step Instructions

  1. Export Contacts

    • Export your contacts to a CSV file.
    Export your contacts to a CSV file.
    Export Contacts

  2. Clean Contacts

    • Remove the duplicates manually or using tools.
    Remove the duplicates manually or using tools.
    Clean Contacts

  3. Re-import Contacts

    • Import the cleaned-up file back into Outlook.
    Import the cleaned-up file back into Outlook.
    Re-import Contacts

Tips

  • This method is a bit more involved but effective for larger contact lists.
[RelatedPost]

Common Mistakes to Avoid

1. Accidental Deletion of Important Contacts

Reason: During the merging process, users might inadvertently delete crucial contact information instead of merging it correctly, especially when using manual methods or third-party tools.
Solution: Always back up your contacts before starting the merging process and carefully review the merge options before confirming any actions.

2. Incomplete or Inconsistent Merging

Reason: Outlook's built-in merge functionality might not always capture all relevant information from both duplicate contacts, leading to incomplete or conflicting data in the merged contact.
Solution: Manually review the merged contacts after the process to ensure all relevant information is included and inconsistencies are resolved.