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Setup Email In QuickBooks: A Step-By-Step Guide For Beginners

QuickBooks(QB) allows its users to use email services for managing finances online. Before you use this feature, you need to Set-up Email In QuickBooks. Once you successfully set up the email service, you can use it to send invoices and reports to clients. There are different ways to connect professional mail to the QB desktop.

No matter which version of software you are using right now, the email setup process might confuse you. Anyone can connect the mail by following the right process. In this post, we will share a step-by-step guide on how to set up mail in QuickBooks.

Benefits Of Setting Up Email In QuickBooks

Email setup in QuickBooks online means saving time and effort. You can easily set up and configure mail services via QB email, Outlook, and Webmail. Here are the benefits of setting up email services in QB:

  • Automatically sends payment reminders to your clients.
  • Import data from spreadsheets.
  • Easily send reports, invoices, and quotes in attachments.
  • Extract details of clients and vendors.
  • Send progress reports among office members.
  • Detailed overview of business finances.

Things Required To Setup Email In QuickBooks

Before you start the process of how to set up an email in QuickBook, you need specific information. Make sure you have the following information available before starting the process:

  • Username for the email.
  • Email password.
  • Incoming email server address.
  • Outgoing email server address.
  • Type of email server.

How To Setup Email In QB Desktop?

QB allows its users to set up email via different methods. You can use QuickBooks email, Outlook, and Webmail for this purpose. To learn the process of how to set up email in QuickBooks Desktop, you need to follow the steps given below:

Step 1- Setup QuickBooks Email

The first method of setting up QuickBooks email. Here are the steps to complete the email setup process:

  • Firstly, log in to your QuickBooks account.
  • After that, select Email settings from the menu bar.
  • Then, follow the on-screen instructions to proceed.
  • Moreover, fill out the Email address, password, and Server details.
  • Finally, click on the Save button.

Read More:- How To Delete A Bank Account In QuickBooks? [Beginner’s Guide]

Step 2- Set Up Email In Webmail

The next step is to use webmail for the email setting process. One thing you need to remember is that Webmail only works with QB’s latest versions. To set up a secure email, follow the steps below:

  • Firstly, log in to your QuickBooks account.
  • Then, navigate to the Edit menu and choose the Preferences option.
  • After that, select Send forms.
  • Moreover, choose Webmail from the list.
  • After that, tap on the Add button.
  • Moreover, go to the drop-down menu and fill in your Email Address.
  • Then, checkmark the Use enhanced security box.

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  • After that, select the OK button.
  • Finally, log in again to grant email access to Intuit.

The next step is to verify your webmail servers and port settings with your Internet Service Provider(ISP). Here is the list to verify your webmail servers and port settings with your Internet Service Provider(ISP). Here is the list of information about different ISP and port settings.

Internet Service Provider(ISP) SMTP Server SMTP Port
Microsoft Outlook 365 outlook.office.365.com 587(SSL enabled)
Yahoo smtp.mail.yahoo.com 465
Netscape smtp.isp.netscape.com 25
Telus smtp.telus.net 25
Verizon outgoing version.net 465
GoDaddy office 365 smtp.office365.com 587(SSL enabled)
Earthlink smtpauth.earthlink.net 25
Mail smtp.aol.com 587
Club Internet smtp.club-internet.fr 25
MSN smtp.live.com 25
Gmail smtp.gmail.com 587

Step 3- Set Up Email In Outlook

You can also use Outlook for setting up email in QB. If you already have an outlook account, you can easily link it to QB. To set up email in Outlook, follow the steps below:
  • Firstly, Configure your Outlook account with your email address.
  • After that, log in to your QuickBooks account.
  • Then, navigate to the Edit menu at the top bar.
  • Moreover, select Preferences from the list.
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  • After that, choose the Send Forms option.
How-to-setup-email-in-QuickBooks
  • Then, go to My Preferences and select Outlook Radio from the list.
  • Finally, close the window and send testing mail.

How To Change The Default Email In QuickBooks?

You can easily set up the default email in QB by following the steps below:
  • Firstly, Open your QuickBooks account.
  • After that, click on the Edit button.
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  • Then, choose the Preferences option from the list.
  • Moreover, select the Send Forms option.
  • Then, go to the Company Preferences tab.
  • Moreover, tap on the Add Template button.
  • After that, give the name of the template.
  • Then, make the changes as per your requirements.
  • Finally, select the Save button.

How To Set Up Email In QuickBooks To Send Invoices?

To send invoices to clients and vendors, you have to set up an email using any mail service provider. You can use the QB email, Webmail, and Outlook at your convenience. To complete the process of how to set up email in QuickBooks to send invoices, follow these steps:
  • Firstly, log in to your QuickBooks account.
  • After that, navigate to the Edit menu and select the Preferences option from the list.
 Setup-email-in-QuickBooks
  • Moreover, click on the Send Forms option.
  • Then, Configure the settings as per your needs.
  • Moreover, tap on the Edit button below.
  • After that, check the Settings of the email and ID.
  • Finally, click the OK button.

Change The Email Address Of Customers

In most cases, there is a need to change the email address of customers in QuickBooks. To change the email address in QB, follow the steps below:
  • Firstly, Open your QB account.
  • After that, tap on the Customers tab at the top menu bar.
  • Then, select the Customer Center from the list.
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  • Moreover, go to the drop-down menu and select the Main Email address.
How-to-setup-email-in-QuickBooks
  • Lastly, click the OK button.
Test the mail service to complete how to set up email in QB to send invoices.

How To Resolve QuickBooks Is Unable To Send Email Error?

Once you set up mail in QB, you may encounter errors while sending emails. The error “QuickBooks is unable to send an email” is common with performing tasks. There are various reasons behind this error, like incorrect mail settings, damaged files, etc. You can resolve this error by following the steps below:

Correct Your Email Settings

Here are the steps to correct your email settings:
  • Firstly, go to the Edit menu and select the Preferences option.
  • Then, choose the Send Forms option and tap on the My Preferences tab.
  • After that, select your email option from the list.
  • Finally, select the OK button.

Repair .Dll Files

The next step is to repair the .dll files to resolve the error. Go through the steps given below to repair files:
  • Firstly, go to the Start menu.
  • After that, open the File Explorer tab on your device.
  • Then, search Fixmapi.exe and follow the on-screen instructions.
  • Finally, Restart your computer.

Check Internet Settings

One main reason behind the QB email error is the wrong internet settings. To fix the internet settings, follow the steps given below:
  • Firstly, Close the QB application.
  • After that, open the Internet Explorer application.
  • Then, select Settings and then click Internet Options to proceed.
  • Now, choose the Programs> Set Programs option.
  • Finally, click on the Apply button.

Conclusion

It is easier to send an invoice, bills, and quotes to clients via the QB email feature. Most of the users find it difficult to set up email in QuickBooks. The process is simple and takes a few steps. You can complete the process using the Outlook, Webmail, and QuickBooks email service. Follow the step-by-step guide shown above for the email setting process. If you face any error or issue, call our experts. MWJ Consultancy offers 24/7 assistance in various accounting software. Our certified technicians have years of experience in QuickBooks, Quicken, Sage, Xero, TurboTax, TurboCash, and many more. For instant assistance, contact us now.

Frequently Asked Questions

Go through the steps mentioned below to enable email in QB:

  • Firstly, go to the Transactions or Report.
  • After that, tap on the Email option.
  • Then, select the Send option.
  • Moreover, click on Continue for email authorization.
  • Finally, click the Allow button.

The main reason for the error in the email service is the running of QB on the administrator. Check your admin and internet settings to resolve this error.

With the help of scheduled report features, you can email reports automatically.

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