Set up Outlook to work with QuickBooks

Step 1: Contact your internet or email provider to get the following info

Username

Password

Incoming email server address

Incoming email server type

Outgoing email server address

Step 2: Set up Outlook

Go to the QuickBooks Edit menu.

Select Preferences and Send Forms.

Select Outlook and OK.

Don't see Outlook? See what to do when Outlook is missing.

Set up your secure webmail to work with QuickBooks

Before you get started

Newer versions of QuickBooks can use secure webmail. This creates an easier and safer connection to your email.

Secure Webmail works when you link your Intuit account and your webmail account.

Once linked, you don't have to reenter your password every time you send an email.

QuickBooks versions that work with secure webmail

QuickBooks 2019 and 2020: Available for Gmail, Yahoo Email, Windows Mail, Hotmail, and AOL. (Mozilla Thunderbird Email Client*) *Supports plain text version in Mozilla.

QuickBooks 2018: Available for Gmail and Hotmail/Live users.

Things to know

If you add Secure Webmail to your company file, you’re required to set up a complex password for your file.

Hosted environments may still require you to sign in to your webmail when you send emails. (Such as Right Networks.)

Set up secure webmail

Go to the QuickBooks Cloud Accounting Edit menu and select Preferences.

Select Send Forms.

Select WebMail and Add.

Select your provider from the drop-down and enter your email address.

Select the Use Enhanced Security checkbox and select OK. (You can uncheck the box if you receive the error message: Network Error. Please try again.)

When prompted, sign in to your Intuit account.

Your webmail provider's login page will display. Sign in and select to grant Intuit access.

Set up webmail to work with QuickBooks

Before you get started

Verify your webmail servers and port settings with your ISP.

Webmail providers require users to enable their account settings for two-step verification.

QuickBooks Desktop Enterprise can auto-fill info for some of the most common providers.

Set up webmail

Go to the QuickBooks Edit menu and select Preferences.

Select Send Forms.

Select WebMail and Add.

Fill out the Add Email Info and select OK.

Select OK to save your changes.

Things to know

Unlike with Secure Webmail, QuickBooks will prompt you to enter your webmail password the first time you send an email using webmail.

If your password isn’t accepted, see QuickBooks will not accept my webmail password for more info.

If you can't log in with Gmail, see Gmail couldn't sign you in from QuickBooks Desktop for more info.

Regards, Bruce

Benefits of QuickBooks Email Setup:

Ease of directly emailing Invoices, Estimates to your customers.

Send Payment Reminders to your customers via emails.

The details are automatically fetched from the customers and vendors.

You can import data from spreadsheets and add more attachments up to 2 MB’s.

QuickBooks Emailing can also be used for sharing reports within offices or departments.

Methods to Setup Emailing Services in QuickBooks:

There are numerous ways for setting up email in QuickBooks regardless of the version that you have. You can use any of your existing email that you use for your business communication or you can use a new one. Almost every email service is support for emailing from QuickBooks. The most common are listed below:

QuickBooks Email Service.

Microsoft Outlook.

Web Email (Gmail, Yahoo, Hotmail, Outlook.com etc.)

Others (AT&T, Verizon, AOL etc.)

Option 1: How to Setup Email service in QuickBooks?

Select QuickBooks Email Settings while setting up the email in QuickBooks.

QuickBooks Email option can only be used by the users having any of the active Intuit services like QuickBooks Payroll, IMS ( Intuit Merchant Services ), QuickBooks Enterprise Full Service Plan, QuickBooks Billing Solutions or Accountant’s Copy File Transfer (You can follow the onscreen setup wizard instructions)

Fill in the required fields requesting email address, username, password and the applicable incoming. And outgoing email settings and server details and you have done for emailing.

As QuickBooks doesn’t save a copy of the emails that you send. It recommended to enter any of your email address for tracking purposes.

Option 2: Setup “QuickBooks Email via Outlook”?

Your outlook profile can easily link to QuickBooks Desktop in order to send Invoices, Estimates, Reports to your vendors and clients and they go as PDF attachment with the email. You can set it up following simple steps underneath.

preferences in QuickBooks email setup

Configure the Outlook with the email address that you wish to use for emailing from QuickBooks is it is not.

Open you QuickBooks and open the Edit menu from the menu bar on the top.

Select Preferences and then Send Forms.

Go to My Preferences and select the Outlook Radio out of the three options that you see and click

Close the Preferences Window and try emailing something to yourself from QuickBooks for testing purposes.

I hope both these techniques will be useful while setting up email in QuickBooks.

Mark Wilson