QuickBooks accounting software offers loads of features, one of which is sending emails directly. Sending mails directly from QuickBooks saves a lot of time, effort and also is regarded as one of the most effective features of QuickBooks desktop. In order to avail this feature, the user simply require to setup email in QuickBooks desktop. Considering the importance of this, we have come up with this article, where we will be providing you an in-depth information related to QuickBooks email setup. Setting up email in QuickBooks desktop allows the user to send invoice to clients, send and receive reports, and perform other transaction as well from the QuickBooks desktop through the outlook or webmail id.

Thus, if you are using Gmail and want to select the webmail option, then you can configure your QuickBooks email setup and access this feature. To know more about the same, make sure to stick around till the end. Or feel free to make a call at our toll-free customer support number i.e. 1-844-405-0906, and we will provide you with immediate technical assistance. We are a team of certified accounting professionals, who work round the clock to provide immediate technical assistance.

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How much beneficial is QuickBooks email service?

As we mentioned earlier, setting up email service in QuickBooks desktop can be highly beneficial. Some of its benefits are listed below:

  • The user can directly send email invoices and estimates to the customers
  • Also, it helps the user to share the report and other types of data with the office colleagues and teammates
  • Moreover, the user can easily set payment reminders to the customers via emails to assist in enhancing the cash flow
  • Also, by setting up email in QuickBooks desktop the user can fetch the details from the customers and vendors.

Requirements for QuickBooks email service on QuickBooks desktop

In case the user wishes to set up an email in QuickBooks desktop, he/she needs to have the credentials along with the following information:

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

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Steps to setup email service in QuickBooks desktop

The user can setup email service in QuickBooks using the below steps:

  • First of all, the user needs to select QuickBooks email settings while setting up email in QuickBooks.
  • The QuickBooks email option can be used by the users having any of the active Intuit services like QuickBooks payroll, IMS, QuickBooks Enterprise full service plan, QuickBooks billing solutions or Accountant’s copy file transfer.
  • Followed by filling in the required fields requesting email address, username, password. Along with the applicable incoming and outgoing email settings and server details and you have done for emailing.

It should be noted that as QuickBooks doesn’t save the copy of the emails that are sent, it is suggested to enter any of the email address for the purpose of tracking.

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Setting up Outlook to work with QuickBooks

There are numerous ways to set up email services in QuickBooks desktop, one of which is setting up Outlook. The user can set up outlook, with the help of the steps below:

  • At first, the user needs move to the QuickBooks edit menu
  • And then, click on preferences
  • The next step is to select send forms
  • Moreover, choose outlook and also click on OK tab
Setting-up-Email-in-QuickBooks-Screenshot.png
  • The user is required to close the preferences window and then try emailing something to yourself from QuickBooks for testing purposes.

QuickBooks desktop 2018 provides for Gmail and Hotmail/Lives users in US, UK, and Canada.

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Setting up email service in Webmail

The one who are using the latest version of QuickBooks desktop, they can use the secure webmail. The connect via secure webmail is only available for certain providers, such as:

  • QuickBooks 2020, 2019: Available for Gmail, Yahoo mail, Windows Mail, AOL, Hotmail, etc.
  • QuickBooks 2018: This is available for Gmail/ Hotmail live users in US, UK, and Canada
  • QuickBooks 2017: R5 and newer versions are available for Gmail users in USA only
  • QuickBooks 2017: R4 and earlier version, the secure webmail option is not available.

Another option is to set up email service in webmail. The steps involved in this process are as follows:

  • The very first step is to connect with the secure webmail
  • And then, in the new version of QuickBooks edit menu, the user will have to opt for preferences and click on send forms
  • Once done with that, the user should select webmail and click on add tab
Set-up-Webmail-in-QuickBooks-desktop-Screenshot.jpg
  • Now, enter the email address
  • Followed by using enhance the security checkbox
  • The next step is to click on OK tab
  • And then, the web page provider login page will display on the screen.
  • After that, it is recommended to sign in to this login page
  • Lastly, select to grant Intuit access.

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Steps to set up setting up regular web mail

  • For a regular webmail, the webmail servers and the port settings are usually governed by ISP
  • Moreover, the QuickBooks desktop fill out the information for some of the most common providers, such as Gmail, Yahoo, and Hotmail/live.
  • The user can find the server and port information from the list.
  • And then, it is recommended to navigate to the preferences option and then select the send forms option from the QB edit menu.
Set-up-Webmail-in-QuickBooks-Screenshot.png
  • The next step is to select the webmail and then hit add tab.
  • Also, enter the email address after selecting the provider from the drop-down menu.
  • The last step is to hit OK tab.

Internet Service Provider (ISP) and Port Information (For US Version)

ISP (Internet Service Provider)SMTP ServerSMTP Port
1AND1.comsmtp.1and1.com587 (SSL enabled, with password)
ADELPHIAmail.adelphia.net110
AOLsmtp.aol.com465 or 587 (see Note)  (SSL enabled for incoming and outgoing mail server)
BELL SOUTHmail.bellsouth.net110
COMCASTsmtp.comcast.net587
COMPUSERVsmtp.compuserve.comsmtp.aol.com110 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)
GODADDYsmtpout.secureserver.net80, 25, or 3535
GODADDY with Office 365smtp.office365.com587 (SSL enabled)
LYCOSsmtp.mail.lycos.com25
MICROSOFT OUTLOOK 365outlook.office365.com587 (SSL enabled)
NETSCAPEsmtp.isp.netscape.com25 (SSL enabled)
PRODIGYsmtp.prodigy.net25 (SSL enabled)
ROADRUNNERsmtp-server.sc.rr.com587
SPRINT PCSsmtp.sprintpcs.com25
VERIZONoutgoing.verizon.net465
VERIZON YAHOOoutgoing.yahoo.verizon.net465

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Internet Service Provider (ISP) and Port Information (For Canadian 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)
BELLNETsmtpa.bellnet.ca25
CLUB INTERNETsmtp.club-internet.fr25
COGECOsmtp.cogeco.ca465
COMCASTsmtp.comcast.net465
EARTHLINKsmtpauth.earthlink.net587
GMAILsmtp.gmail.com587
HOTMAILsmtp.live.com587
LAPOSTEsmtp.lineone.net25
MAILsmtp.aol.com587
MSNsmtp.live.com25
MTSsmtp.mts.net25
NETSCAPEsmtp.isp.netscape.com25
NETZEROsmtp.netzero.com25
NEUFsmtp.neuf.fr25
ROGERSsmtp.broadband.rogers.com25
SASKTELmail.sasktel.net25
SHAWshawmail.cg.shawcable.net25
SKYNETsmtp.skynet.be25
SYMPATICOsmtphm.sympatico.ca25
TELUSsmtp.telus.net25
VIDEOTRONrelais.videotron.ca25
YAHOOsmtp.mail.yahoo.com465

See Also: How to Import your Charts of Accounts into QuickBooks Desktop?

To conclude!

Towards the conclusion of this article, it is believed that the above shared information might be enough to setup email in QuickBooks desktop. However, if by any chance you get stumbled upon at any point of time, then make sure to consult our accounting professionals at our QuickBooks support phone number i.e. 1(844)405-0906. Our team of technically sound ProAdvisor’s will ensure to provide you with immediate assistance.

 

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