How to Setup Email Services to QuickBooks desktop?

Emailing directly from QuickBooks saves a lot of time, effort, and is considered one of the most effective features of QuickBooks. Many QuickBooks users face difficulty in setting up email in QuickBooks. Understanding this, we have come up with this article, where we will be discussing the entire set up process for email in QuickBooks desktop.

However, for further information, the user can get in touch with our support team via our toll-free number at +1 (855) 666-0469. Our team of experts and certified accounting professionals will answer all your QB associated queries with much ease.

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How beneficial is QuickBooks email setup?

No doubt, QuickBooks is one of the finest accounting software and the email feature of QuickBooks offers numerous benefits. We have jotted down a few of the most compelling benefits of QB. Let us have a look:

• Direct email invoices with QuickBooks email setup, and also send estimates to the customers
• Also it is possible with this feature to set payment reminders to the customers via emails
• This feature allows the user to fetch details from the customers and vendors
• The user can also import data from spreadsheets and insert attachments up to 2 MB
• You can also share reports within offices or departments with the help of QuickBooks emailing
• The email feature also helps in sending financial statements and other important documents directly from the software
• It saves time by eliminating the need to switch between QuickBooks and a separate email application

Information required to set-up email in QuickBooks

For setting up email in QuickBooks, the following information is mandatory:

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

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What are Email Options in QuickBooks?

Before we discuss further, one of the most important points that matters here is that it might be probable that the user is unable to spot the options for their particular email at their QuickBooks desktop setup. Not only this, but also the user might have a different version other than the ones that are listed below. As the system does not show each and every option in certain cases. Let us have a look at three of the options:

1. Outlook: The ones that have Microsoft Outlook installed already can only avail the Outlook support. It should be noted that Outlook is the preferred email client, as it offers more effective hold with much more ease.

2. QuickBooks Email: This option is not commonly used and liked by the users. As users usually prefer the Outlook option. This option is available only for users who have an active Intuit service like QuickBooks Payroll or QuickBooks Merchant Services.

3. Webmail: This feature was launched in 2011 in order to bridge with Gmail, Yahoo or any of the user's own email platform. With the newer versions of QuickBooks, secure webmail is also supported which makes the connection even safer.

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Procedure to set up email service in QuickBooks desktop

The procedure for setting up email in QuickBooks may vary for Outlook, Webmail, etc. Therefore, in this article, we will be discussing each of the procedure one by one.

Setting up Outlook

• In order to set up Outlook, the user is required to create a new QuickBooks Outlook email.
• If the user is already having an Outlook account, then the user is supposed to move to the Next.
• After that, gather information to set-up Outlook as the Email client.
• The next step is to setup Outlook in QuickBooks.
• Now, the user is required to choose Preferences and then press Send Forms, from the QuickBooks Edit menu.
• The last step is to select Outlook and then hit Ok.

Set-up email service in QuickBooks

• To set up email service in QuickBooks first of all, select the QuickBooks email settings.
• After that, QuickBooks email option can be used by the users that have any of the active Intuit services just like QuickBooks Payroll, etc.
• The next step is to fill in the required information such as the email address, password, username, etc. Once you have entered the information, you are done for emailing.

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Set-up Webmail

For the ones who have the latest version of QuickBooks, they can make use if the secure webmail. The connection via a secure webmail is only available for certain providers, such as:

QuickBooks 2020, 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 version.

• The first step is to select edit menu, and then select send forms.
• The next step is to choose My preferences tab and then choose the Webmail radio out of the options that would be visible.
• Once done with that, the user is required to enter the email address that they wish to use for QuickBooks emailing.
• The next step is to choose the SSL security checkbox.
• And then, enter the correct SMTP server and port configuration, followed by hitting Ok key.

• The user is then required to send the email and check if any kind of error is seen.

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Steps to be followed for setting up regular Web mail

Before the user get started with the process, it is highly recommended to verify the server and port information with the ISP.

• The Webmail servers and the port settings are governed by ISP.
• The QuickBooks Desktop fill out the information for some of the most common providers, just like Gmail, Yahoo, and Hotmail/live.
• The list below can be used to find the server and port information.
• Visit the Preferences option and then choose the Send forms option from the QB edit menu.
• Once done with that, the user is required to select the Webmail and then hit add button.
• After that, enter the email address after selecting the provider from the drop-down menu.
• The last and final step is to hit OK key.

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Internet Service Provider (ISP) and Port Information (For US Version)

ISP	SMTP Server	SMTP Port
1AND1.com	smtp.1and1.com	587 (SSL enabled, with password)
AOL	smtp.aol.com	465 or 587 (SSL enabled)
BELL SOUTH	mail.bellsouth.net	110
COMCAST	smtp.comcast.net	587
COMPUSERV	smtp.compuserve.com	110 or 587
COX Business	smarthost.coxmail.com	25
COX CENTRAL	smtp.central.cox.net	25
COX EAST	smtp.east.cox.net	25
COX WEST	smtp.west.cox.net	25
EARTHLINK	smtpauth.earthlink.net	25 (with password)
GODADDY	smtpout.secureserver.net	80, 25, or 3535
GODADDY with Office 365	smtp.office365.com	587 (SSL enabled)
GMAIL	smtp.gmail.com	587 or 465
LYCOS	smtp.mail.lycos.com	25
MICROSOFT OUTLOOK 365	outlook.office365.com	587 (SSL enabled)
NETSCAPE	smtp.isp.netscape.com	25 (SSL enabled)
PRODIGY	smtp.prodigy.net	25 (SSL enabled)
ROADRUNNER	smtp-server.sc.rr.com	587
SPRINT PCS	smtp.sprintpcs.com	25
VERIZON	outgoing.verizon.net	465
VERIZON YAHOO	outgoing.yahoo.verizon.net	465
YAHOO MAIL	smtp.mail.yahoo.com	465

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Internet Service Provider (ISP) and Port Information (For Canadian Version)

ISP	SMTP Server	SMTP Port
MICROSOFT OUTLOOK 365	outlook.office365.com	587 (SSL enabled)
BELL MAIL	smtphm.sympatico.ca	25 (or 587 if port 25 does not work)
BELLNET	smtpa.bellnet.ca	25
CLUB INTERNET	smtp.club-internet.fr	25
COGECO	smtp.cogeco.ca	465
COMCAST	smtp.comcast.net	465
EARTHLINK	smtpauth.earthlink.net	587
GMAIL	smtp.gmail.com	587
HOTMAIL	smtp.live.com	587
LAPOSTE	smtp.lineone.net	25
MAIL	smtp.aol.com	587
MSN	smtp.live.com	25
MTS	smtp.mts.net	25
NETSCAPE	smtp.isp.netscape.com	25
NETZERO	smtp.netzero.com	25
NEUF	smtp.neuf.fr	25
ROGERS	smtp.broadband.rogers.com	25
SASKTEL	mail.sasktel.net	25
SHAW	shawmail.cg.shawcable.net	25
SKYNET	smtp.skynet.be	25
SYMPATICO	smtphm.sympatico.ca	25
TELUS	smtp.telus.net	25
VIDEOTRON	relais.videotron.ca	25
YAHOO	smtp.mail.yahoo.com	465

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Common Issues You Might Face During QuickBooks Email Setup

At times, users run into a few issues while setting up email in QuickBooks. Here are the most common ones and how to fix them:

• Outlook not showing in Send Forms — Make sure Outlook is installed and set as the default email program in Windows. Also check that your version of QuickBooks is compatible with the installed version of Outlook
• Password error after Gmail setup — This usually happens because Google stopped allowing basic sign-in. Make sure enhanced security is turned on as shown in the Gmail setup steps above
• Emails not sending from QuickBooks — Check the SMTP server and port settings in the ISP table above. Also make sure your firewall is not blocking QuickBooks
• Test email fails to send — Double check the email address, password, and SMTP details. Also try disabling your antivirus temporarily to see if it is causing the block
• QuickBooks asking for password every time — This is a common issue with webmail. Fix it by using secure webmail which links your Intuit account to your email account so you do not need to enter the password again

Conclusive lines..!!

In this article, we have tried to provide all the information that the user would require to set up email in QuickBooks desktop. We hope that after reading the steps listed above, it would be easy for the users to set up email in QuickBooks on their own.

However, if the user is unable to perform these steps, or in case any of your doubts remained unanswered, then do not hesitate in speaking to our professionals. Just ring up at our toll-free number +1 (855) 666-0469 and our QuickBooks Enterprise Tech Support team will be there to assist you.

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