Checkout the quick Guide to Set up your Email Service in QuickBooks desktop

Sending transaction via webmail or outlook in QuickBooks, is one of the most important features. You can send invoices, reports, and more, with only a simple set up of email in QuickBooks desktop. In this article, we will be talking about the detailed process to connect email to QuickBooks desktop.

If you are interested in knowing the process, then make sure to scroll through the article. However, before you begin with the steps, make sure to use Outlook 2010 or newer version and also ensure to have an outlook email profile. Moreover, if you are seeking for any technical assistance, then you can contact our team of experts and certified ProAdvisors.

You might also see: Install multiple QuickBooks Desktop versions on one computer

Steps to Set up QuickBooks to Work with QuickBooks

You can simply set up QuickBooks desktop email by carrying out the steps below:

Step 1: Contacting the Internet or Email Provider to Get the Information Below

  • Username
  • Password
  • Incoming email server type
  • Outgoing email server address
  • Incoming email server address

Step 2: Setting up Outlook

  • The first step is to move to the QuickBooks edit menu.
  • And then select Preferences and then Send forms.
Outlook option in QuickBooks - Image
  • Also, select Outlook and hit OK tab.

Setting up the Secure Webmail to Work With QuickBooks

Points to be noted:

  • Before starting with the process to set up your email service in QuickBooks, you need to note that the newer versions of QuickBooks can use secure webmail. This will create an easier and safer connection to the email.
  • Also, secure webmail works when you link the Intuit account and the webmail account.
  • Moreover, once linked, you need not to enter the password every time while sending the email.

QuickBooks Versions That Work With Secure Webmail

  • QuickBooks 2019 and 2020: This version is available for Gmail, yahoo mail, windows mail, Hotmail, and AOL.
  • QuickBooks 2018: This one is available for Gmail and Hotmail

Important things to know

  • In case you adds secure webmail to the company file, you are supposed to set up complex password for the file.
  • Also, hosted environments might need to sign into the webmail while sending emails.

Steps to Set up Secure Webmail in QuickBooks

In order to set up secure webmail, the below steps should be followed:

  • First of all, move to the QuickBooks edit menu and choose Preferences.
  • And then, choose Send forms.
  • Followed by selecting Web mail and Add options.
Add option - Image
  • Now, you can select the provider from the drop down and then enter the Email address.
  • Next step is to select the Use enhanced security checkbox and also select OK tab.
Use enhanced security checkbox - Image
  • The last step is to Sign in to Intuit account when prompted.

The webmail provider’s login page will display. You need to sign in and select to Grant Intuit access.

Also Read: QuickBooks Tool Hub Download, Install & Troubleshoot Issues

Setting up Webmail to Work with QuickBooks

Important points:

  • Verifying the webmail servers is a must and also the Port settings with the internet service provider.
  • Also, the webmail providers need users to enable their account settings for two step verification.
  • Another important point is that QuickBooks can auto fill information for some of the most common providers.

Set up the Webmail

  • You need to move to the QuickBooks edit menu and choose Preferences.
  • And then select the Send forms option.
  • Followed by selecting Web mail and then selecting Add option.
  • Now, fill out the Add email info and then select OK tab.
  • The last step is to select OK to save changes.

Things to Remember:

  • QuickBooks will prompt you to enter webmail password for the first time you send an email using webmail.
  • Also, if the password isn’t accepted, you will see QuickBooks will not accept my password for more info on screen.
For QuickBooks desktop for United States


ISP (Internet Service Provider)SMTP ServerSMTP Port
1AND1.comsmtp.1and1.com587 (SSL enabled, with password)
ADELPHIAmail.adelphia.net110 or 587 (see Note) (SSL enabled for incoming and outgoing mail server)
BELL SOUTHmail.bellsouth.net110
110 or 587
COX Businesssmarthost.coxmail.com25
COX CENTRALsmtp.central.cox.net25
COX EASTsmtp.east.cox.net25
COX WESTsmtp.west.cox.net25
EARTHLINKsmtpauth.earthlink.net25 (with password)
MICROSOFT OUTLOOK 365outlook.office365.com587 (SSL enabled)
NETSCAPEsmtp.isp.netscape.com25 (SSL enabled)
PRODIGYsmtp.prodigy.net25 (SSL enabled)
SPRINT PCSsmtp.sprintpcs.com25
For QuickBooks desktop Canada Version
ISP (Internet Service Provider)SMTP ServerSMTP Port
MICROSOFT OUTLOOK 365outlook.office365.com587 (SSL enabled)
BELL MAILsmtphm.sympatico.ca25 (or 587 if port 25 does not work)

Cox users: The standard SMTP setting of Cox isn’t to use SSL or login information when sending emails. The QuickBooks prefers SSL connections and requires log in information. Hence, using the port 25 and no SSL connection with SMTP doesn’t work with QuickBooks Desktop. The alternative is to use SSL with port 587 or 465.

Connecting Email to QuickBooks Desktop for Mac

Connecting Email to QuickBooks for Mac, allows the user to send invoices, reports, and sales forms directly. Also, you can set up as many email accounts as you wishes to and QuickBooks will remember which email address to use for each type of message. The steps to be followed are:

  • The initial step is to choose QuickBooks and then select Preferences.
  • After that select the Email icon.
  • Also, from Send emails using, you need to select Custom.
  • In the next step a list will appear, which would be blank if you hasn’t added any email accounts to QuickBooks.
  • Moving ahead, choose + tab to Add new account.
  • And also, add a name to it, followed by adding the settings from the email provider.
  • Last step is to repeat for any other accounts and you are good to go.

You can easily spot the email address listed in the from filed of the message, after the setup is process. And you can select any account, in order to send anything.

Read Also: Fix QuickBooks Error 6000: While Opening Company File

Winding Up!

Towards the end of the procedures as well as the article, we believe that you might have successfully connected the email to QuickBooks desktop. The process to set up your email service in QuickBooks Desktop would ease sending invoices, reports, and more.

However, in case of any query or if you need any sort of technical assistance, then we would recommend you to directly get in touch with our Certified ProAdvisors at 1-800-615-2347. Our 24/7 QuickBooks desktop support team will ensure to provide the best possible support services in no time.


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