A Comprehensive guide to setup email in QuickBooks desktop

Hunting for the exact process to set up email in QuickBooks desktop with no further hassle? Well, if that is the case, then you have landed on the right page. QuickBooks is an excellent accounting software and we can combine it with more than 100 of products to avail a variety of services. You can setup QuickBooks email services on QuickBooks and also send an invoice or send and receive reports. Integration of email into QuickBooks desktop increases the efficiency of the software and also enhances its features.

In this particular segment, we are going to share with you the comprehensive guide to set up email in QuickBooks desktop. To get a deeper understanding of the process of setting up email services in QuickBooks, make sure to read this segment carefully. However, in case you want a team of experts or certified professionals to connect email for you, then in that case you can simply ring up us at 1-800-761-1787, and ask our dedicated support team to do this for you.

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Perks of QuickBooks email setup

Well, as we mentioned above that setting up email in QuickBooks desktop enhances its features and efficiency. Also, there are various other benefits of setting up email in QuickBooks namely:

  • You can easily email invoices immediately whenever the customer needs it.
  • It also allows to send customers payment reminders by emailing them invoices.
  • Another perk can be, it serves both as a storage and tracking device for client’s and vendor’s contact details.
  • Also, it helps in importing data from the spreadsheets.
  • You can also make a list of the products that you deals with and send them to the vendors.

Pre-requisites to setting up email in QuickBooks desktop

If you are looking forward to setup Outlook 2007 or Outlook 2003, then you might need the following information:

  • Username
  • Password
  • Outgoing email server address
  • Incoming email server address
  • Incoming email server type

Email options in QuickBooks

Before discussing further, it is important to learn the email options in QuickBooks. It can happen that you might be unable to spot the options for their particular email at their QuickBooks desktop setup, due to some or the other reason. You also might have a different version other than the ones listed below. The system do not show each and every option in a few cases. The three options available are:

  1. Outlook: If you have the Microsoft Outlook installed already, then you can avail the outlook support. It should be noted that the outlook is preferred email client, as it offers more effective hold with much easily.
  2. QuickBooks Email: Another option is the QuickBooks email option. This option is no used that much and liked by many. And you might also prefer the outlook option.
  3. Webmail: The webmail feature was launched in 2011 in order to bridge with Gmail, Yahoo or any of yours email platform.

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Steps to setup email in QuickBooks desktop

You have several options for email integration with QuickBooks namely Webmail, outlook, and QuickBooks email. Sometimes, Google mail (Gmail) users might face issues in pairing up with the web-mail option. To initiate the setup, you are supposed to configure the QuickBooks with the email invoices, reports, and other transactions that are using the webmail, outlook, or Gmail etc.

You should check and ensure that the MS Outlook is compatible with the version of QuickBooks or not. Let us check out the steps to be followed for different email setups one by one:

Step 1: Setting up Outlook

  1. Start off with opting for create a new QuickBooks outlook email.
  2. Or if an existing Outlook account has been used, then in that case move to the next step.
  3. Gather information to set up outlook as the email client.
  4. You need to now setup outlook in QuickBooks.
  5. Go for the preferences option and then press send forms options, from the QuickBooks edit menu.
Send forms options in QuickBooks - Screenshot
  1. Finally choose Outlook option and then hit OK button.

Step 2: Set up secure Webmail

Before starting with the steps to setup secure webmail, you need to check out the below tips:

  • It should be noted that the newer versions of QuickBooks can use secure webmail. This will create an easier and safer connection to the email.
  • When it comes to secure webmail, it works when one link the Intuit account and the webmail account .
  • After it is linked, you need not to re-enter the password every time an email is sent.

In case you are having the latest version of QuickBooks, then you can use the secure webmail. The connection via a secure webmail is only available for the following providers:

QuickBooks 2020 – Available for Yahoo mail, Windows Mail, Gmail, AOL, Hotmail, etc. (Mozilla Thunderbird Email Client*) *Supports plain text version in Mozilla.
QuickBooks 2019 – Available for Gmail, Yahoo mail, Windows Mail, AOL, Hotmail, etc.
QuickBooks 2018 – Available for Gmail & Hotmail/ live users in the US, UK, and Canada.
QuickBooks 2017 – R5 and newer versions are available for Gmail users in the USA only.
QuickBooks 2017 – R4 and Older version- The secure webmail option is not available for this particular version.

Following steps are for setting up webmail settings in QuickBooks desktop:

Set up Webmail in QuickBooks - Screenshot
  1. To begin with, select Edit menu and then click on the send forms option.
QuickBooks email service in webmail-screenshot
  1. Go for My preferences tab and then select the webmail radio out of the options that would be visible.
  2. Enter the email address that is to be used for QuickBooks emailing.
  3. You need to now choose SSL security checkbox.
  4. Followed by, entering the correct SMTP server and port configuration and then hit OK button.
set up webmail-screenshot
  1. Lastly, send the email and check if the error is seen.

You may also read: How to resolve the QuickBooks error code 1612?

Step 3: Set-up email service in QuickBooks

Set-up email service in QuickBooks - Screenshot
  1. In this process, select the QuickBooks email settings.
  2. You need to choose the QuickBooks email option.
  3. Fill in the required information such as the email address, password, username etc.
  4. Fill in the required information and you are done.

Step 4: Setting up regular web mail

Before carrying out the below steps, you are recommended to verify the server and port information with ISP. The steps involved in the process are as follows:

  1. The webmail servers and the port settings are governed by ISP.
  2. Furthermore, you will have to fill the information for some of the most common providers like the Gmail, Yahoo, and Hotmail.
  3. You can look for the server and the port information.
Setting up regular web mail - Screenshot

Internet Service providers and port information list

Internet Service Provider (ISP) and Port Information:

ISP (Internet Service Provider)SMTP ServerSMTP Port
1AND1.comsmtp.1and1.com587 (SSL enabled, with password)
AOLsmtp.aol.com465 or 587 (see Note) (SSL enabled for incoming and outgoing mail server)
BELL SOUTHmail.bellsouth.net110
COMPUSERVsmtp.compuserve.comsmtp.aol.com110 or 587
COX Businesssmarthost.coxmail.com25
COX CENTRALsmtp.central.cox.net25
COX EASTsmtp.east.cox.net25
COX WESTsmtp.west.cox.net25
EARTHLINKsmtpauth.earthlink.net25 (with password)
GODADDYsmtpout.secureserver.net80, 25, or 3535
GODADDY with Office 365smtp.office365.com587 (SSL enabled)
MICROSOFT OUTLOOK 365outlook.office365.com587 (SSL enabled)
NETSCAPEsmtp.isp.netscape.com25 (SSL enabled)
PRODIGYsmtp.prodigy.net25 (SSL enabled)
SPRINT PCSsmtp.sprintpcs.com25
VERIZON YAHOOoutgoing.yahoo.verizon.net465
  1. Visit the preferences option and select send forms option from the QB edit menu.
  2. Choose the webmail and then hit the add tab.
Set up the webmail - Screenshot
  1. Followed by enter the email address after selecting the provider from the drop-down menu.
  2. At last, hit a click on OK tab and you are good to go.

Cox users: The standard SMTP settings of Cox isn’t to use SSL or login information at the time of sending emails. QuickBooks desktop prefers SSL connections and needs log in information. Moreover, using port 25 and no SSL connection with SMTP doesn’t work with QuickBooks desktop. The alternative is to use SSL with port 587 or 465. It should be noted that if 465 doesn’t work, then you would need to change the port to 587. And also ensure that SSL is enabled when trying both ports.

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Author’s words!

We come to the end of this post, and we hope that the information shared in above might help you in setting up email service in QuickBooks desktop. However, if you have any questions, then please don’t hesitate to call us anytime via our helpline i.e. 1-800-761-1787. Our certified QuickBooks enterprise support team will be gladly to assist you in the process. Thus, don’t think much in calling us anytime!


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