Remove Lotus Notes Duplicate Items from NSF Database

What does come to your mind when you think about duplicate files? It’s usually duplicate photos and songs. Have you ever thought about duplicate emails in IBM Lotus Notes? Sometimes duplicate emails occur because of downloading emails repeatedly, copying, importing from NSF files, or any other reason. In this article, I’m going to introduce two different solutions through which you can remove Lotus Notes duplicate items from NSF database.

Email always plays a vital role in running a business. It’s commonly used for sharing data information among email users. Generally, business users use a desktop email client to fulfill their email needs. These days home users are also choosing a desktop email client over webmails like Gmail and Yahoo. One such popular email client is Lotus Notes provided by IBM. This email client stores all your business information into a database file called NSF aka Notes storage facility.

Lotus Notes users face different issues from time to time. And one such common issue is the duplicate emails and other items in the NSF database. Generally, most of the users take it lightly because they don’t know how troublesome the duplicate items might be. Let’s suppose you’re using IBM Lotus Notes, and you have a few NSF database files. The NSF files contain thousands of duplicate emails and other items. This will increase the size of your NSF database, and degrade the performance of Lotus Notes. And remember, a large or oversized NSF file is always at the high risk of corruption.

What causes Lotus Notes duplicate…

Being an email user, you may receive duplicate emails that can definitely clutter the mailbox. No matter what email client you’re using, i.e. Microsoft Outlook or IBM Notes. Here we’re discussing Lotus Notes duplicate items. There are various reasons due to which duplicate emails may occur in IBM Lotus Notes. Some of the most common reasons are:

  • There are many companies that send the same emails, newsletters, blogs, etc. again and again to gain the users’ attention. Receiving multiple copies of the same email message will surely cause duplication in the NSF database.
  • If you merge two or multiple NSF files imperfectly or in a wrong way, this action may also result in duplication.
  • Sometimes duplication may also occur during the synchronization process through a laptop or mobile device.

When the synchronization process continues through a laptop or mobile device, then many times the process gets finished, which results in duplication. 3. Many times, an option of Messages Leaving is active, which results in undesirable duplicate messages on the mailbox. 4. Merging of numerous files imperfectly results in duplication.

How to Remove Lotus Notes Duplicate?

Luckily, you can easily remove Lotus Notes duplicate emails and other data by using two different solutions:

  • Either you can use a simple manual trick
  • Or you can consider using a 3rd party duplicate remover tool.

A 3rd party NSF Duplicate Remover tool can easily eliminate the duplicate emails from your NSF database without causing any alteration to the original file. Also, it doesn’t require any prior technical expertise. However, if there’s something available for free, you should definitely try it.

I’m talking about the manual trick that requires no 3rd party paid software. The manual solution is only useful if you have just a few NSF files and they contain the duplicate items in a few numbers. All you need to do is

  • Open the NSF files one by one
  • Look for the duplicate emails and other items
  • Select all the duplicate items and delete them permanently

Although it might be a time-consuming task, it’s highly effective and absolutely free. There’s one more thing you can try here to remove Lotus Notes duplicate items from the NSF file. You can run Lotus Notes scripts in the Domino agent to delete the duplicate emails and other items from multiple NSF files. But this method mainly requires sound knowledge. Also, it may not provide you the satisfactory result.

IBM Notes users may find this helpful – Convert PST to NSF Database by using nUpgrade Utility

NSF Duplicate Remover Tool

If you can’t remove Lotus Notes duplicate items manually, you should consider using a professional solution here. The NSF Duplicate Remover tool provided by SysInfo Software is an amazing solution to remove all the duplicate emails and other items in the most effortless way. Since Lotus Notes saves all your emails and other data into an NSF file, it becomes easy for this smart duplicate remover tool to scan the file, search for the duplicate items, and remove them with ease.

Unlike the manual solutions, this NSF Duplicate Remover tool doesn’t require any prior technical expertise. Any technical or non-technical user can use this software with ease. No matters how many NSF files you have and what number of duplicate items they actually contain.

Below are the key features of this NSF Duplicate Remover tool:

  • There’s no file limitation, i.e. you can select any number of NSF files at a time.
  • You can search the duplicate items in the same folder and across the NSF database file.
  • It displays the NSF file’s content in a tree-structure mode.
  • The date range feature allows you to save the data with a specified time period, either predefined or manually defined.
  • It supports all popular versions of IBM Notes including the latest 9.0.1.
  • Also, it smoothly runs under all Windows operating systems including the latest Win 10.

Before purchasing the licensed version of this software, you must download the demo for the free evaluation. By using the demo version, you can remove all the duplicate items from multiple NSF files at a time. But you can only save the first 50 email items from every mailbox folder of each NSF file you select. To avoid this limitation, you need to purchase the software.


In this article, we’ve discussed the duplicate items and how it occurs in the NSF files of IBM Notes. Also, we’ve learned how to remove Lotus Notes duplicate emails and other data manually. And if you can’t use the manual solution, you should use a professional NSF Duplicate Remover tool.

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