When you choose Edit > Preferences > Send Forms > My Preferences, you may not see Outlook as an option for emailing from QuickBooks Desktop.
Why this is happening
There are several situations that may prevent you from choosing Outlook:
- You are using a Click to Run version of Microsoft Office 2010 that is not supported.
- Your profile is not be set up in Microsoft Outlook.
- Outlook is not the default email program.
- Outlook selected as the preferred email program in Internet Explorer.
- Your QuickBooks is hosted on the Cloud and your service provider does not have Office installed as a hosted application.
Warning: Microsoft Office Click-to-Run is a new way of delivering and updating Microsoft Office to broadband customers using Microsoft virtualizing and streaming technologies. Click-to-Run versions of Microsoft Office do not support some integration options for programs like QuickBooks Desktop.
How to fix it
Intuit recommends several solutions for this problem. The first solution may solve your problem, or you may need to try them all to resolve the issue. For best results, perform the solutions in the order shown.
Note: If you are sure that Outlook is already set up as your default email program, skip to solution 5.
Verify that your Outlook is compatible with the version of your QuickBooks Desktop
- Verify the version of your Outlook:
- From your Outlook's Help menu, select About Microsoft Office Outlook.
- Verify the version information and the build number to determine the version of Outlook that is installed on your computer. Check the corresponding version here
- you can also verify the version of your Outlook by checking your Outlook's Ribbons
- Verify the compatible version of Outlook based on the version of your QuickBooks Desktop:
- Click the File tab.
- Click Options.
- Under Start up options, select the Make Outlook the default program for E-mail, Contacts, and Calendar check box.
Outlook 2007 and earlier:
- Choose Tools > Options.
- Click the Other tab.
- Under the General settings, select the Make Outlook the default program for Email checkbox.
If you have multiple Outlook profiles, Outlook may ask, every time you start up, to select a profile. If a profile is not selected as a default, QuickBooks will not see Outlook. When starting Outlook, choose a profile, then check set as default.
Note: Before you begin, assure you have Microsoft Outlook, Outlook Express, or Microsoft Mail. You should also be able to send and receive email from that profile.
- In Internet Explorer, choose Tools >Internet Options.
- Select Program Tab.
- Follow the instructions for your version of Internet Explorer:
For Internet Explorer 7.0, 8.0 and 9.0:
- At the bottom of the window, click Set Programs.
- Click Set your default programs.
- Select your email application.
- Select Set this program as default and click OK.
- Select Set program access and computer defaults.
- Select Microsoft Windows.
- Click the drop-down arrow and select Use my current Microsoft e-mail program.
- Click OK.
For Internet Explorer 6.0:
- Close and then reopen Internet Explorer.
- Choose Tools > Internet Options and click the Programs tab.
- In Internet Programs, Select Outlook as the Email program. Click OK.
- In QuickBooks: choose Edit > Preferences.
- Choose Send Forms and click My Preferences tab.
- In the Send email using section, select your email program.
- Close QuickBooks.
- Click the Windows (Start) button and open the Control Panel.
- In the Search Control Panel field in the top left, type Mail and click Mail in the results screen.
- In the Mail Setup window, click the Show Profiles button.
- Select the option to Always use this profile and click OK:
- Open QuickBooks and try to set it to use Outlook for email.
IMPORTANT: The WIN.INI file is a Windows system file and holds some system settings, including some settings used for email. Editing the file incorrectly or deleting the file can cause other problems in your system, therefore it is recommended that these steps only be tried by an IT professional.
If you are not comfortable editing this file, please contact an IT professional for help.
- Locate the launch icon for Notepad
- Right click on the icon and choose "Run as Administrator"
- In Notepad, go to File > Open > navigate to C:\Windows folder
- Change the file type to include All and search for WIN.INI (may also show as win)
- Click Open
- The file will have several section headings. Find the one that says [Mail].
If there is no [Mail] section, add it to the end of the file along with the text below.
If the [Mail] section is there, but the text below is not under that section, please add it.
The file should now have this text:
- After editing the file, save and close it.
- Restart QuickBooks.
- In QuickBooks, click the Edit menu, select Preferences, and check the Send Forms preferences. Outlook should now be an option.
Note: If this does not resolve the issue, edit the WIN.INI again and remove the text that was added, or replace the file with the copy that was saved earlier.
IMPORTANT: If you are unable to edit the WIN.INI file due to Windows user access permissions, please log in as the Windows Administrator user and try again.
Uninstall and reinstall both Office and QuickBooks in this order:
- Uninstall Quickbooks.
- Uninstall Office.
- Reinstall Office.
- Reinstall QuickBooks.
- This Microsoft article has steps that may help resolve this issue. (Intuit strongly recommends seeking assistance from an IT professional for help editing your registry.)
Note for Mozilla Thunderbird:
- Mozilla Thunderbird is no longer supported in QuickBooks 2015. Alternate email options are available through Web mail.
- If you're attempting to use Mozilla Thunderbird instead of Outlook in QuickBooks 2012 - 2014 and do not see it as an email option, please uninstall Thunderbird, uninstall QuickBooks, reinstall Thunderbird, and then reinstall QuickBooks.