Quickly Fix Outlook Cleanup Not Working Issue – Top Solutions

User Query:

“The ‘CleanUp’ button in my Microsoft Outlook isn’t working anymore. I click it to remove duplicate emails from a conversation, but no messages are deleted. It just seems broken or halted. Can anyone resolve why my Outlook Cleanup is not working, and how I can fix it with ease?”

Understanding Outlook Mailbox Cleanup Not Working

Outlook has some great built-in tools that help you maintain your mailbox size and performance. These are often called Cleanup Tools, including:

When any of the above feature fails to remove duplicate emails in Outlook, it can be due to several reasons, as discussed below.

Outlook Cleanup Not Working: Why?

Ranging from issues with the system, Outlook profile, to the PST/OST files, everything leads to Outlook issues. These are briefly explained as follows:

• Corrupted data files and an inactive Outlook profile
• Disabled, misconfigured, or inaccessible archive file location
• Large mailboxes, clashing add-ins, and overloaded performance
• Insufficient permissions and indexing issues
• Overriding server-side archiving policies with client-side Outlook cleanup

Furthermore, note that the Outlook Cleanup Tool is just a convenient feature for MS users. It’s not an actual de-duplication tool. This is because it only targets duplicates in email threads and not those created by:

• Multiple imports of OST and PST files
• Sync errors from IMAP and Exchange Servers and
• Forwarded or CC emails; stored in several folders

Moving ahead, let’s find out the topmost ways that enable you to fix the error and resume work efficiently.

How to Manually Fix Outlook Clutter Not Working Issue?

There are various ways to troubleshoot the issue with the Outlook cleanup. Here, we will explore each one of them one by one.

Fix Outlook Data Files

Corrupted or damaged Outlook PST/OST files are a common issue. When Outlook cleanup not working, use the Inbox Repair Tool:

1. First, ensure your Outlook is closed completely, and then locate ScanPST.exe.
2. To find it, search through:

For 2019/2016/M365: C:\Program Files (x86)\Microsoft Office\root\Office16 For 2013 and earlier: C:\Program Files (x86)\Microsoft Office\Office15

3. Further, double-click to open ScanPST.exe and press Browse to find the data file.
4. Lastly, locate your PST/OST, add it, and press Start to scan. If any errors are found, click Repair.

Note: Repeat the process until no more errors are repeated.

Limitation: The process is too time-consuming and works only for small and basic error fixes.

Reconfiguration Auto Archive

1. Open MS Outlook and from File >> click Options >> Advanced.
2. Next, press AutoArchive and open its Settings.
3. There, make sure that
• “Run AutoArchive every X days” is checked.
• Settings for “Clean out items older than:” meet your needs.
• Verify path for “Move old items to:” is valid and accessible
4. Alternatively, you can also right-click specific folders and select Properties >> AutoArchive to set separate archiving rules.

Note: This process is only a temporary solution. It helps you simply archive the data when the “Outlook cleanup not removing duplicates” issue occurs.

Limitation: AutoArchive fails if the size of the PST file exceeds the Outlook limit, which is 50 GB for modern PST. Also, custom settings may override global settings and demand manual sync.

Disable Add-Ins that Create Problems

If your Outlook cleanup not working, then some add-ins may be problematic, causing unexpected interruptions.

1. Using the Run dialog, start Outlook in Safe Mode, with Outlook/safe.
2. Press Enter. After that, try to use the Cleanup Tool. If it works, restart Outlook normally again.
3. Later, go to File and access Add-ins from the Options.
4. Next, from Manage COM Add-ins, press Go.
5. Finally, uncheck all the add-ins present in one by one and save changes.

Limitation: If you disable add-ins, some Outlook functionality is reduced, and this process is time-consuming. Moreover, it has no guarantee since it’s just a trial-and-error solution.

Rebuild A New MS Outlook Profile

1. First, open the Control Panel and through it access Mail.
2. Within it, click Show Profiles, and a new Account Setting dialog shows.
3. Now, there, click Add and give a name. Press OK and follow the on-screen instructions.
4. Once you complete the setup, at last, set the new profile as the Default one.
5. Later, restart Outlook to check if the Outlook mailbox cleanup not working still exists or has been resolved.

Limitation: This method can be complex, especially for non-tech users, since it needs POP/IMAP configurations.

Other Native Fixes for Outlook Cleanup Not Working

If the issue still hasn’t gone away, try any of these ways to eliminate the issue for free.

#Enable Conversation View

1. Click on View in Outlook and press Show as Conversations.
2. After that, re-run your cleanup tool from Clean Up within the Home tab.

#Compress Mailbox Size

1. Initially, delete all the unnecessary attachments in your Outlook mailbox.
2. Then, from File, you need to go to Account Settings and open it.
3. Further, under Data Files >> tap Settings and choose the Compact Now option.
4. It will reduce the size of your mailbox to Outlook’s limit.

#Address Outlook Clutter Not Working

In Legacy Outlook:

1. Open OWA (Outlook Web App) and go to its Settings.
2. Afterward, open Mail and click Automatic Processing.
3. Next, you will find the Clutter option there. Choose to enable/disable it to work.

In Modern Outlook:

1. Open Outlook and from View, access Focused Inbox.
2. Then, right-click emails and select “Move to Focused/Other” or “Always Move to Focused/Other”.

Note: If you have lots of time, then you can manually search for duplicates with Subject or other details and clean them up.

Limitation:

• Clutter and Focused Inbox work on a training process that takes too much time.
• Admin permissions are needed in some situations for the process to work.
• Focused Inbox often misclassifies important emails, and compacting them can hamper the data.
• It’s labor-intensive to remove emails manually, and still, there’s no assurance that all duplicates are gone.

Best Solution to Fix Outlook Cleanup Not Working

SysInfo Outlook Duplicate Remover is one of the excellent solutions when the manual method fails. It is cost-effective, saves time, and eliminates a lot of manual hassle. Additionally, it is a complete solution to declutter large Outlook mailboxes in bulk, and that too with 100% accuracy. Moreover, the data integrity is preserved, and you can even save data in new PSTs.

Useful Steps for Effortless Conversion

1. Launch the tool on your OS and choose to add Single/Multiple files.
2. Then, browse for your Outlook emails and click Open to add PSTs.
3. Afterward, click Next, and preview them from the tree structure.
4. Select the emails folder to clean up and press Next.
5. Further, apply the filters and Specify Duplicate Criteria, as required.
6. In the end, choose your Path to Save, and click Next.

Note: You can download report once the process completes. If you do not want to install the software, Get in Touch with our Chat Support Tech Experts.

Conclusion

Outlook Cleanup features that are not functioning properly are a productivity killer. These are most likely a symptom of a glitch, corruption, or conflict, and not permanently broken functionality. Start with something simple, like Safe Mode or resetting the view when your Outlook cleanup not working. For more critical problems, the best solution is to repair your data file or create a new profile. But these also work in limited cases. For a permanent fix, use the professional tool and don’t let your cluttered mailbox interrupt your workflow.

FAQs

About The Author:

Simran Bhatia

Simran Bhatia is a technical content writer engaged in writing clear, concise, and SEO-optimized content. With a background in computer science and a passion for writing, I thrive to deliver complex technical content in simple layman terms.