You can configure QuickBooks Desktop to email invoices, reports and other transactions using webmail or outlook. Make sure that your Outlook is compatible with your version by checking QuickBooks Desktop system requirements.

Outlook

  1. Create an Outlook email profile.
    Note: If you already have an Outlook profile, proceed to the next step.
  2. Contact your ISP (Internet Service Provider) for the following information.
    • Username
    • Password
    • Incoming email server address
    • Incoming email server type
    • Outgoing email server address
  3. Set up Outlook in QuickBooks Desktop. If you are not seeing outlook as an option in your QuickBooks Desktop, follow the steps outlined in Outlook is missing in QuickBooks Desktop Send Forms preferences.
    1. From the QuickBooks Edit menu, choose Preferences and select Send Forms.
    2. Select Outlook and click OK.

WebMail

Connect with Secure Webmail

In newer versions of QuickBooks Desktop, you can use Secure Webmail for an easier and safer connection to your email provider. Unlike regular webmail, Secure Webmail works by linking your Intuit account to your webmail account, so it doesn't require you to re-enter your password every time you send an email. Secure Webmail is only available for certain providers depending on your QuickBooks Desktop version:

  • QuickBooks 2018: Available for Gmail and Hotmail/Live users in the US, UK, and Canada.
  • QuickBooks 2017 R5 and newer: Available for Gmail users in the US only
  • QuickBooks 2017 R4 and older: Secure Webmail not available

IMPORTANT:

  • If you add Secure Webmail to your QuickBooks company file, you will be required to set up a complex password for your file if you don't already have one.
  • On hosted environments such as Right Networks, you may still be asked to sign in to your webmail provider when you send emails through QuickBooks Desktop even if you use Secure Webmail.

To set up Secure Webmail

  1. From the QuickBooks Edit menu, select Preferences and click Send Forms.
  2. Select Web Mail and click Add.
  3. Select your provider from the drop-down and enter your email address.
  4. Ensure that the Use Enhanced Security checkbox is checked.
  5. Click OK.
  6. When prompted, sign in to your Intuit account. The username or email address you use here may not necessarily be the same as the one you are connecting to your QuickBooks.
  7. Your webmail provider's login page will display. Sign in and choose to grant Intuit access.

Connect with Regular Webmail

Webmail servers and port settings are determined by your ISP. QuickBooks Desktop can automatically fill out information for some of the most common providers, such as Gmail, Yahoo, and Hotmail/Live. If you use a different email provider, you can use the lists below to find its server and port information, but it is highly recommended to verify this information with your ISP before setting up webmail in QuickBooks Desktop.

To set up a Regular Webmail

  1. From the QuickBooks Edit menu, select Preferences and click Send Forms.
  2. Select Web Mail and click Add.
  3. Fill out the Add Email Info and click OK.
  4. Click OK to save the changes.

 

IMPORTANT

  • Unlike with Secure Webmail, QuickBooks Desktop will prompt you to enter your Webmail password the first time you send an email using regular webmail.
  • See QuickBooks will not accept my web mail password if you already followed the steps in this KB but QuickBooks Desktop still won't accept your password.
  • For Cox users: The standard SMTP setting of Cox is not to use SSL or login information when sending emails. QuickBooks Desktop prefers SSL connections and requires log in information. Therefore, using port 25 and no SSL connection with SMTP does not work with QuickBooks Desktop. The alternative is to use SSL with port 587 or 465.
  • For CableOne users: Use the following credentials since CableOne uses Google servers.
    • Email Address: Your Email
    • Email Provider: Gmail
    • Port: 587 or 465
    • SSL: Yes
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