This article will help you to set up email service in QuickBooks Desktop.

Set Up Email Service In QuickBooks Desktop

As you know that the emails are one of the most important parts of a business that allows you to communicate with the vendors, customers and suppliers. But it can be complex process if you use email separately. Well, the QuickBooks software allows you to set up your email to send invoices, reports and other transactions through Webmail or Outlook. You can use the email services within the QuickBooks software and this article will help you to do so.

Set Up Outlook

Before setting up Outlook in QuickBooks Desktop, you need to check the system requirements of QuickBooks to get assured that the Outlook is compatible with the QuickBooks version that you are using. Once you are done, follow the below mentioned steps in order to set up Outlook in QuickBooks Desktop:

  • Create an Outlook email ID from (If you already have an Outlook account then you can use it as well.)
  • Contact your internet service provider to avail the following information:
    • Username
    • Password
    • Incoming email server address
    • Incoming email server type
    • Outgoing email server address
  • Set up Outlook in QuickBooks Desktop. follow the steps in order to set up Outlook in QuickBooks Desktop Send Forms preferences.
    • Go to the Edit menu of QuickBooks and select Preferences from the drop-down list
    • Click on Send Forms.
    • Click on Outlook and then OK.

If you are facing any kind of issues while setting up the email services in QuickBooks Desktop such as Outlook is missing in QuickBooks Desktop Send Forms preferences then we recommend you contact the Intuit QuickBooks Support team for support.

Set up Secure Webmail

Before Getting Started

The newer versions of QuickBooks Desktop allow you to use Secure Webmail to get a secured connection to your email provider. The Secure Webmail is a bit different from webmail as it only works when you link your Intuit account to your webmail account. You are not required to enter your password again once you link your Intuit account to your webmail account. Due to such important features, we always recommend you to update your QuickBooks Desktop to the latest release.

The below mentioned table will give you an idea about the compatible QuickBooks Desktop versions with Secure webmail:

Versions Availability
QuickBooks 2019 Available for Gmail, Yahoo Email, Windows Mail, Hotmail and AOL (i.e. Mozilla Thunderbird Email Client*)
QuickBooks 2018 Available for Gmail and Hotmail/Live users
QuickBooks 2017 R4 and older Secure Webmail not available
QuickBooks 2017 R5 and newer Available for Gmail users

Things To Know:

  • You should add a complex password for your QuickBooks company file if you add Secure Webmail to your file.
  • If you are on a network and you’ve set up Secure Webmail, you may still be asked to sign in to your webmail account when you try to send emails through QuickBooks Desktop.

Set Up Secure Webmail

  • Open QuickBooks and go to Edit > Preferences > Send Forms > Web Mail
  • Click on Add
  • Select your webmail service provider from the available list and enter your email address accordingly.
  • The Use Enhanced Security checkbox is marked

Note: If you get an error message that says: Network Error. Please try again then you can unmark the Use Enhanced Security box.

  • Click on
  • Sign in to your Intuit account when you asked to. It is not mandatory to have same username or email address to connect your Webmail with QuickBooks.
  • On the webmail provider’s login page, provided the appropriate credentials and select to grant Intuit access.

Set Up Webmail

Before You Get Started

Intuit recommends you to validate the server and port information with your internet service provider prior to setting up the webmail service in QuickBooks Desktop. (See the ISP chart below.)

  • Your internet service provider determines the Webmail servers and port settings.
  • If you are setting up Webmail by using some of the most common Webmail providers such as Gmail, Yahoo, and Hotmail/live then the information will automatically get filled out by QuickBooks.
  • However, if you are using a different email provider then you can look at the chart of the server and port information in the next section.

Set Up Webmail

Once you are done with verifying your ISP (see chart below), you can set up webmail by following the below-mentioned steps:

  • Open QuickBooks and go to Edit > Preferences > Send Forms > Web Mail
  • Click on Add.
  • Provide the required information in the Add Email Info
  • Click on OK.
  • Click on OK again to save the changes.

Things To Know:

  • QuickBooks will ask you to enter your webmail password the first time you send an email via webmail.
  • If QuickBooks is not accepting the password then you should know that the Webmail service providers such as Gmail, Yahoo, etc. require you to set the account setting for two-step verification.

Internet Service Provider (ISP) And Port Information

Go through the below-mentioned chart in order to know about the server and ports for your webmail service.

ISP (Internet Service Provider) SMTP Server SMTP Port 587 (SSL enabled, with password)
AOL 465 or 587 (see Note)  (SSL enabled for incoming and outgoing mail server)
110 or 587
COX Business 25
EARTHLINK 25 (with password)
GODADDY 80, 25, or 3535
GODADDY with Office 365 587 (SSL enabled)
MICROSOFT OUTLOOK 365 587 (SSL enabled)
NETSCAPE 25 (SSL enabled)
PRODIGY 25 (SSL enabled)

Contact Us For Support

Follow The Steps Carefully or Contact Our ProAdvisors

Hopefully, the article was helpful for you and you are now able to set up email services in the QuickBooks Desktop so that you can use them directly into the software. However, if you are facing any kind of error or issue during the process and you can’t set up email properly then we recommend you to connect with us at our toll-free QuickBooks Technical Support Number +1800-567-0425.

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Set Up Email Service In QuickBooks Desktop: [Complete Guide]

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