how to set up email in quickbooks configure webmail

QuickBooks allows customers to set up an email service on QuickBooks Desktop like AOL, Gmail, Outlook, Yahoo, Hotmail, Cox mail, Roadrunner, Bellsouth & Other webmail ids. However, users may have difficulty while sending and receiving reports, as well as performing other invoice transactions when using email services in QuickBooks.

So, if you are using this service but are facing some issues? Are you not sure about how to setup email in QuickBooks? Don’t bother! We have it covered for you! Just go through this blog. Here, we will tell you from scratch, about how to configure various webmail’s in QuickBooks desktop and ways to resolve some common errors related to QuickBooks emailing issues.

Keep these Points in Mind When Setup Email in QuickBooks Desktop

First things first! You need to keep certain things in mind before setting up email in QuickBooks desktop. You can create a new Outlook profile or use your existing one QuickBooks email settings. You will also need the following-

  • Outlook Username & password
  • Address of the Incoming mail server
  • Address of the Outgoing mail server
  • Incoming email server type

If you are not sure about these details, you may contact your Internet Service provider (ISP).

Read More: How to Fix When Gmail Not Working with QuickBooks?

Step-by-step procedure on how to setup email in QuickBooks

We will discuss the procedure to set up email in QuickBooks for Outlook and Webmail.

How to set up QuickBooks email for Outlook

Please follow the below-mentioned steps for QuickBooks email setup –

  1. Set up Outlook as an Email client
  2. If you do not have an existing Outlook account, you need to create one
  3. If you have an existing outlook account, log into it with the help of your username & password.
  4. Now open QuickBooks
  5. From the Edit menu, click on Preferences
email edit preferences
  • Click Send Forms
send forms my preferences outlook
  • Click Outlook  & then hit OK

Read More: Unable to Email Invoice From QuickBooks Older Version

How to Setting up Email in QuickBooks for Webmail

You can use secure webmail only if you have the latest QuickBooks versions. Please follow the below-mentioned steps-

  • Open QuickBooks
  • From the Edit menu, click on Preferences
  • Click Send Forms
email QuickBooks webmail
  • From the available options, click the radio button named  Webmail
  • Now, enter the Email Ids you wish to use for Emailing in QuickBooks
  • In the next step, you need to select  the checkbox named SSL Security
  •  Now, enter the proper configuration for SMTP Server and Port
  • Once finished, click OK

Read More: Problem emailing invoicing through QuickBooks

Important Steps to Follow for email configuration in QuickBooks Regular Webmail

Before starting the webmail process, we would recommend you to follow the below-mentioned steps and verify the port and server information with the Internet Service Provider (ISP)-

  • In QuickBooks, fill  the necessary details for some of the major providers such as Hotmail/Live, Yahoo and Gmail
  • Open QuickBooks
  • Click on Preferences
  • Choose Send Forms  from the Edit menu
webmail configuration in QuickBooks
  • Now, select Webmail and click the Add button
  • Select your preferred provider from the drop-down menu and enter the Email Address
  • Click OK to finish
  • To enter the Server and Port information, refer to the following list

For QuickBooks Desktop users in U.S:

ISP (Internet Service Provider)SMTP ServerSMTP Port
1AND1.comsmtp.1and1.com587 (SSL enabled, with password)
ADELPHIAmail.adelphia.net110 or 587* (SSL enabled for incoming and outgoing mail server)
Bell Southmail.bellsouth.net110
Compuservesmtp.compuserve.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)
Microsoft Outlook 365Coutlook.office365.com587 (SSL enabled)
Netscapesmtp.isp.netscape.com25 (SSL enabled)
Prodigysmtp.prodigy.net25 (SSL enabled)
Sprint PCSsmtp.sprintpcs.com25

For QuickBooks Desktop users in Canada:

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)

In this blog, we tried to share all the information you need related to setting up email in QuickBooks. We hope, after going through the blog and the steps mentioned therein, you will find it easier to set up email in QuickBooks on your own.

Read More: What to do when QuickBooks Outlook is not responding?

Frequently Asked Questions (FAQs)

Question: On which Versions of QuickBooks can I use Secure Webmail?

Answer: You can use secure webmail only if you have the latest QuickBooks versions. The following versions of QuickBooks facilitate connection through a secure webmail-

QuickBooks 2017- Available in R5 and later versions, only for Gmail users in the U.S.

QuickBooks 2018- Available only for Hotmail/live & Gmail users in the UK, U.S.  & Canada

QuickBooks 2019 & 2020 – Available for Yahoo mail, Gmail, AOL, Windows mail, Hotmail etc.

QuickBooks 2021 – Available for Outlook, Gmail, Yahoo, Bellsouth, Roadrunner, AOL, Windows mail, Hotmail etc.

Read More: QuickBooks is unable to send email to Outlook – What to do?

Question: Why does my QuickBooks unable to send emails? I’m unable to send invoices via AOL using our “company” email address!

Answer: There are some potential causes that make some users are unable to send invoices by an email when using QuickBooks so please check these:

  • It is possible that the email preference has been configured wrongly.
  • A QuickBooks installation that is broken.
  • The domain administrator was disabled.

Question: Why QuickBooks Will Not Accept My Webmail Password?

Answer: Know how you can solve webmail password issues in QuickBooks Desktop when you use email services like Gmail or Yahoo! Mail. If you find a pop up about a QuickBooks incorrect email or password. Here’s what to look for to ensure that nothing hinders you from sending messages to your vendors and customers.

Step 1: Update your QuickBooks to the latest release. Then send yourself a test transaction through email.

Step 2: Check your QuickBooks email settings as well as filtering preferences These could be accidentally blocking your QuickBooks emails.

Step 3: Check your antivirus settings that may accidentally block the connection. Check your Excluded Processes list in your antivirus software. To allow them to run freely, add these names to the list:

  • QBW32.exe – C:\Program Files\Intuit\QuickBooks [year]\QBW32.exe
  • QBDBMGRN.exe – C:\Program Files\Intuit\QuickBooks [year]\QBDBMgrN.exe
  • QBDBMGR.exe – C:\Program Files\Intuit\QuickBooks [year]\QBDBMgr.exe

Return to QuickBooks and send yourself a test transaction through email.

Question: What do I do if QuickBooks freezes and shuts down as soon as I hit send forms in Preferences, while sending an email?

Answer: QuickBooks releases maintenance releases and product (software) upgrades on a regular basis to address any issues, add features and additions, and update compliance data.

There may be many reasons like:

  • Make sure QuickBooks isn’t set to run as an administrator.
  • Check to see if your email preferences in QuickBooks are right.
  • In Internet Explorer, make sure your email preferences are right.
  • By emailing a document from Microsoft Word, you can test and restore your MAP132.dll.
  • Re-install QuickBooks using Clean Install.

Finally, you can get advice from our specialist so that you can properly repair email service.

Few More Reads:

QuickBooks Keeps Crashing & Freezing: How to Fix?