QuickBooks Desktop includes an email feature that lets users send invoices, reports, and transactions through Outlook or Webmail. This removes the need to print, scan, or convert files to PDF, making the process faster and easier. It helps small and mid-sized businesses save time and work more efficiently. You can manage invoices or share reports directly from the software. This article explains how to set up email services in QuickBooks Desktop. It covers Outlook and Webmail options and offers fixes for common setup issues. Follow the steps to activate the email feature and improve how you handle accounting tasks and communication.
Table of Contents
- 1 How to Set Up Email Services in QuickBooks Desktop
- 2 Connecting Email to QuickBooks Desktop for Mac
- 3 Benefits of setting up QuickBooks email services
- 4 What do you need to set up email in QuickBooks?
- 5 System Requirements for Setting up Email Service with QuickBooks Desktop
- 6 What are the Different Ways to set up Email in QuickBooks?
- 7 Final word
- 8 Frequently Asked Questions
- 8.1 Q 1: How to Track Emails in QuickBooks
- 8.2 Q 2: What to do if there are Webmail password issues in QuickBooks Desktop?
- 8.3 Q 3: What Email Address Does QuickBooks Use to Send Invoices?
- 8.4 Q 4: What Is the Default Email Program for QuickBooks?
- 8.5 Q 5: Can I use Gmail or Yahoo with QuickBooks Desktop?
- 8.6 Q 6: Is it possible to use multiple email addresses in QuickBooks Desktop?
How to Set Up Email Services in QuickBooks Desktop
Below are the mentioned procedures for setting up email services in QuickBooks Desktop. Follow the procedure carefully:
Process 1: Set up Outlook Mail in QuickBooks
QuickBooks Desktop users can configure their email services using Webmail or Outlook. Before setting up, confirm that you have Outlook 2010 or a later version along with a properly set up Outlook profile.
Before Setting Up Outlook, Keep the Following Info Ready
Before integrating Webmail with QuickBooks Desktop, keep the following in mind:
- Only the latest version of QuickBooks Desktop supports secure Webmail, which provides an encrypted and stable connection.
- When linking your Intuit account to Webmail, check the connection settings to confirm that secure Webmail is active.
- QuickBooks can auto-fill settings for common email providers based on your previous use. If those settings change, you may need to update them manually.
- Once Webmail is connected, you only need to enter your email password once. QuickBooks will not request it each time you send an email.
- For added security, some Webmail providers may require two-step verification during email sending through QuickBooks.
Steps 1: Set Up Webmail in QuickBooks Desktop
- Open QuickBooks.
- Go to the Edit menu and select Preferences.
- Click on Send Forms, then choose Webmail and click Add.
- In the Add Email Info section, enter all necessary email details.
- Click OK to save the settings.
- Press OK again to confirm and exit preferences.
- Try sending an email. If prompted, enter your Webmail login credentials and proceed.
Step 2: Set up QuickBooks Email Via Outlook
Follow these steps to connect Outlook to QuickBooks for sending emails:
- Open Outlook, go to the File tab, and select Account Settings > Manage Profiles.
- Click Choose Profiles, then select Add.
- Enter a name for the new profile in the Profile Name field and click OK.
- Before proceeding, gather all required account details:
- Username and password
- Email type (IMAP/POP)
- Incoming and outgoing server addresses
- Configure Outlook with the correct information.
- Launch QuickBooks Desktop.
- Go to the Edit menu, select Preferences, and then choose Send Forms.
- Select Outlook as your email option and click OK to finish.
You may read this: How to Fix QuickBooks Could Not Connect to the Email Server
Process 2: Set up Secure Webmail for QuickBooks
Secure Webmail lets you send emails directly from QuickBooks using providers like Gmail or Yahoo. It ensures a safe connection and only requires you to log in once. After setup, QuickBooks securely stores your credentials for easy, protected email access.
Step 1: Points to Remember Before QuickBooks Webmail Configuration
- Use the latest version of QuickBooks Desktop to access secure Webmail features.
- Link your Intuit account to your Webmail for a secure connection.
- QuickBooks auto-fills common email settings, but manual updates may be needed if details change.
- Email password is required only once during setup—not every time you send an email.
- Enable two-step verification on your Webmail account for added security.
Step 2: QuickBooks Desktop Versions Compatible with the Secure Webmail
- QuickBooks Desktop support:
- Gmail, Yahoo Mail, Windows Mail, Hotmail, and AOL.
- QuickBooks Desktop supports only:
- Gmail and Hotmail/Live.
Step 3: Steps for QuickBooks Email Setup Via Secure Webmail
- Launch QuickBooks and go to the Edit menu.
- Select Preferences, then click on Send Forms.
- Choose WebMail, then click Add.
- From the drop-down menu, select your email provider and enter your email address.
- Enter your login credentials.
- Check the “Use Enhanced Security” box and click OK.
- (Uncheck this box if you see a “Network Error. Please try again” message.)
- Log in to your Intuit account.
- A login window for your Webmail provider will appear.
- Sign in and grant Intuit access when prompted.
Once completed, your Webmail is securely configured and ready to use in QuickBooks.
Step 4: Things to Know After Secure Webmail Setup in QuickBooks
- When Secure Webmail is set up, your company file must be password-protected with a strong, complex password.
- In a hosted environment, you’ll be required to sign in every time you send an email.
- QuickBooks will prompt for your Webmail password the first time you send an email.
- If QuickBooks rejects your password, contact your email provider (e.g., Gmail, Yahoo) to:
- Enable two-step verification.
- Review and adjust your account security settings.
- If QuickBooks rejects your password, contact your email provider (e.g., Gmail, Yahoo) to:
QuickBooks Desktop Email Setup for Cox and CableOne Users
Having trouble setting up email in QuickBooks Desktop with Cox or CableOne? Here’s what you need to know:
(i) For Cox Users
Cox’s default settings do not support SSL or require sign-in credentials, but QuickBooks Desktop requires SSL and authentication.
- Important Note: Port 25 will not work with QuickBooks Desktop.
- Use SSL with Port 465 or 587 for a compatible setup.
(ii) For CableOne Users
CableOne uses Google servers, so you can configure it using Gmail settings:
- Email Provider: Gmail
- Email Address: Your CableOne User ID
- SSL: Yes
- Port: 465 or 587
Many users get confused by varying port numbers and email provider requirements. In the next section, you’ll find a helpful table listing the correct settings by provider.
You may read this: Fix Unable to Email Invoices From QuickBooks
Process 3: Set up QuickBooks Email Services
QuickBooks Email Services let you send invoices, reports, and other documents directly from the software using your email account. You can choose to connect through Outlook, Webmail (like Gmail or Yahoo), or your system’s default email app. Setup ensures faster communication and streamlined workflow within QuickBooks.
Table for Port Information and Internet Service Provider (ISP)
Below is a table listing various internet service providers along with their corresponding port and server information. Users can refer to this table to find the exact settings needed for configuring email in QuickBooks.
| ISP (Internet Service Provider) | SMTP Server | SMTP Port |
| 1AND1.com | smtp.1and1.com | 587 (SSL turned on, with password) |
| ADELPHIA | mail.adelphia.net | 110 |
| AOL | smtp.aol.com | 465 or 587 *(SSL turned on for incoming and outgoing mail server) |
| BELL SOUTH | mail.bellsouth.net | 110 |
| COMCAST | smtp.comcast.net | 587 |
| COMPUSERV | smtp.compuserve.comsmtp.aol.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) |
| LYCOS | smtp.mail.lycos.com | 25 |
| MICROSOFT OUTLOOK 365 | outlook.office365.com | 587 (SSL turned on) |
| NETSCAPE | smtp.isp.netscape.com | 25 (SSL turned on) |
| PRODIGY | smtp.prodigy.net | 25 (SSL turned on) |
| 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 |
Connecting Email to QuickBooks Desktop for Mac
QuickBooks Desktop for Mac allows you to set up and manage multiple email accounts for sending and tracking messages. The software automatically remembers which email address is linked to each type of message, making communication seamless. Follow the steps below to configure your email accounts and streamline your workflow.
For QuickBooks Desktop Mac Plus
- Open QuickBooks and go to Preferences.
- Click the Email icon.
- In the “For sending Emails…” section, choose one of these options:
- Send using your Default Email handling application – Uses your Mac’s default app (like Mail or Outlook).
- Send directly out of QuickBooks using your Email Account – Lets you connect an account through a provider like Gmail.
- If using the default app, setup is complete.
- For a different provider, select Gmail or Custom from the Email Provider dropdown and follow the on-screen steps to finish setup.
For QuickBooks Desktop Mac 2021 and Earlier
- Open QuickBooks and go to Preferences.
- Click the Email icon.
- In the “For sending Emails…” section, choose one of the following:
- Default Email Application – Uses your Mac’s default app like Mail or Outlook.
- Send directly from QuickBooks using your Email Account – Lets you connect accounts like Gmail.
- If you choose the default app, no further setup is needed.
- For a different email account:
- Enter a recognizable name.
- Fill in the required fields using your provider’s SMTP settings (common ports: 25, 465, 587).
- Try different port and connection type combinations if needed (e.g., Port 465 with SSL/TLS or StartTLS).
- Click OK to validate the connection. If successful, the setup sheet closes, and the account appears in the Email Accounts list.
You can now select your preferred email address in the From field when sending messages from QuickBooks.
Benefits of setting up QuickBooks email services
QuickBooks includes many features that support daily business tasks. The email service feature provides several clear benefits:
- Users can send invoices directly from the software when customers request them.
- It allows users to email payment reminders to customers.
- It supports data import from spreadsheets, making data handling easier.
- It stores and tracks contact details for clients and vendors.
- Users can create product lists and send them to vendors quickly.
This feature helps businesses work more efficiently and keep operations running smoothly.
What do you need to set up email in QuickBooks?
In case you are planning to set up Outlook 2007 or Outlook 2003, you may need the following information:
- Username
- Password
- Outgoing email server address
- Incoming email server address
- Incoming email server type (e.g., POP3 or IMAP)
System Requirements for Setting up Email Service with QuickBooks Desktop
Operating System Requirements:
- Windows 7 Service Pack 1
- Windows 8.1
- Windows 10
- Windows Server 2008 R2 Service Pack 1
- Windows Server 2011
- Windows Server 2012 R2
- Windows Server 2016
Hardware Requirements:
- Minimum 2.4 GHz processor speed
- Minimum 4 GB of RAM
- At least 5 GB of free disk space
- 4X DVD-ROM drive for QuickBooks installation
- 1280 x 1024 or higher screen resolution
Software Requirements:
- Internet Explorer 11
- Microsoft Office 2010 or later
- Microsoft Word and Excel (for preparing letters and reports)
- QuickBooks Contact Sync for Outlook
What are the Different Ways to set up Email in QuickBooks?
There are three primary options for setting up email in QuickBooks Desktop:
- Webmail: Introduced in 2011, the Webmail feature allows users to send emails through popular email providers like Gmail, Yahoo, and others directly from QuickBooks.
- Outlook: If Microsoft Outlook is installed on your system, you can use it to send emails from QuickBooks. It’s the most preferred option due to its ease of use and integration.
- QuickBooks Email: This is an inbuilt option that allows users to send emails using QuickBooks’ email service.
You might not see certain email setup options in QuickBooks Desktop. This usually happens when the software version is outdated or does not support specific features. Some setup options may also be hidden by default. To access all email features and ensure compatibility, update to the latest version of QuickBooks Desktop.
Final word
Setting up email services in QuickBooks Desktop streamlines your communication by allowing you to send invoices, estimates, and other forms directly from the software. Once configured correctly, it improves efficiency and maintains professional correspondence with clients. Always ensure your email settings are secure and up to date for uninterrupted service.
Frequently Asked Questions
Q 1: How to Track Emails in QuickBooks
Ans: QuickBooks automatically logs emails you send to customers, making it easy to track communication. The process is the same for customers, jobs, and vendors.
Here’s how to do it:
- Go to the Customers menu and select Customer Center.
- Click on the name of the customer who received the email.
- Open the Email tab to see a list of all forms you’ve emailed to that customer.
- To view a specific transaction, simply select it from the list.
- To stop tracking a particular email, delete it from the list.
This feature helps you keep a clear record of all email interactions directly within QuickBooks.
Q 2: What to do if there are Webmail password issues in QuickBooks Desktop?
Ans: Below are the mentioned steps:
- Update QuickBooks to the latest version.
- Confirm that your email settings are correct.
- Check your antivirus settings to ensure they aren’t blocking email functions.
Q 3: What Email Address Does QuickBooks Use to Send Invoices?
Ans: QuickBooks uses the email address you set up in your email preferences to send invoices, reports, and other transactions. This is typically the Webmail, Outlook, or Gmail account you configured within QuickBooks.
Q 4: What Is the Default Email Program for QuickBooks?
Ans: By default, QuickBooks Desktop typically uses Outlook or Outlook Express to send emails. However, you can change this setting by going to the Edit menu, selecting Preferences, and adjusting the email preferences as needed.
Q 5: Can I use Gmail or Yahoo with QuickBooks Desktop?
Ans: Yes, you can use Gmail or Yahoo via the Webmail option. You may need to enable access for less secure apps or generate an app-specific password if two-step verification is enabled.
Q 6: Is it possible to use multiple email addresses in QuickBooks Desktop?
Ans: QuickBooks allows you to set up and switch between multiple email accounts, though only one can be active at a time for sending forms.
