Duplicate Personal Folders in Outlook 2003 or 2007

Problem: Outlook 2003 or 2007 shows a Personal Folder twice.  It is just the display that is duplicated - the Personal Folder file (PST file) is not duplicated.

Applies to:  Outlook 2003 or 2007

Cause:  The "duplicate" folder display in Outlook 2003/2007 can happen as follows:

a - you have an older version of Outlook installed (e.g. Outlook 2002).
 
b - you install Outlook 2003 or 2007 to upgrade the existing installation. Outlook 2003 or 2007 is installed but the main data file(s) remain in the older format.  That is, the "upgrade" does not upgrade the data files - just the program.
 
c - you make a backup of the Outlook 2003/2007 installation .... with the old format files; or, you copy the PST files manually.
 
d - you install Outlook 2003 or 2007 on a new machine or newly formatted disk. Outlook 2003/2007 will be initialized with the new Outlook 2003/2007 format data files.
 
e - you restore the backup files (from step c) --- which replaces the initial Outlook 2003 files with the files from the backup.  The problem is that the files in the backup are still the old format files even though the backup appears to have been done from Outlook 2003.  This is a result the "upgrade".  (If doing the copy and replace manually - the same problem occurs).
 
f - when Outlook is restarted - it will show the Personal Folder data file in duplicate even though there is only one underlying data file.  The AJSystems backup program ("OutBack Plus" or "Eazy Backup") did NOT create the duplicate and did NOT restore duplicate folders.  Outlook is just showing the old format data file twice. This is a \'feature\' of Outlook 2003 and 2007. 
 
Resloution:  To resolve the issue, you will need to create a new Outlook Profile and import all of the existing data into the new profile.
 
Note - if you have message rules - the rules will NOT be imported.  You can export the rules to be re-imported later if you wish. Tip: the rules export and import is found at Outlook 2003/2007 menu "Tools" - "Rules and Alerts" - "Options".
 
The process is as follows:
 
A - Confirm the name for the current "Personal Folder" file:
 
1 - Go to the control panel
2 - double click the "Mail" icon
3 - Click "Show Profiles"  (you should see the default profile named "Outlook")
4 - Select it and choose "Properties"
5 - Select "Data Files"
6 - Select "Personal Folders"  - and then "Settings"
7 - Look for the FileName (scroll with the arrow keys to get to the end of the name).  It is likely  "Outlook.pst"
8 - Close these Windows
9 - Exit Outlook -- if it happens to be open.
 
 
B - Create a New Outlook 2003 or 2007 Identity and import data:
 
1 - Go to the control panel
2 - double click the "Mail" icon
3 - Click "Show Profiles"  (you should see the deafult profile named "Outlook")
4 - Click "Add" and then follow the wizard steps to create a new profile (say "Outlook2").
5 - When done - set the option in the profile control to start Outlook with the new profile (or prompt if you like).
6 - Start Outlook (with the new profile) --- it should be empty
7 - Select menu "File" - "Import and Export". 
8 - Select "Import from another program or file", Next. 
9 - Select "Personal Folder File", Next. 
10 - Click the "Browse" button. 
11 - Select the file as found in step A-7 
12 - Click "Next" to import the old data into Outlook 2003/2007. 
13 - Close Outlook
 
C - Delete the old profile   --- when you are happy that the new profile is OK.
 
1 - Go to the Control Panel
2 - double click on "Mail" Icon
3 - Click "Show Profiles"
4 - select the old profile "Outlook"
5 - Remove it.

 

 

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