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Connect your email to QuickBooks Desktop

Learn how to set up your email service in QuickBooks Desktop.

In QuickBooks, you can send transactions through Webmail or Outlook. Once you're set up, you can send invoices, reports and more.

Before you get started, make sure you’re using Outlook 2010 or newer and you have an Outlook email profile.

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

  1. Go to the QuickBooks Edit menu.
  2. Select Preferences and Send Forms.
  3. 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.
  • QuickBooks 2017 R5 and newer: Available for Gmail users. Not available on prior versions.

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

  1. Go to the QuickBooks Edit menu and select Preferences.
  2. Select Send Forms.
  3. Select Web Mail and Add.
  4. Select your provider from the drop-down and enter your email address.
  5. 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.)
  6. 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 can auto-fill info for some of the most common providers.

Set up webmail

  1. Go to QuickBooks Edit menu and select Preferences.
  2. Select Send Forms.
  3. Select Web Mail and Add.
  4. Fill out the Add Email Info and select OK.
  5. 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.

ISP (Internet Service Provider) SMTP Server SMTP Port
1AND1.com smtp.1and1.com 587 (SSL enabled, with password)
ADELPHIA mail.adelphia.net 110
AOL smtp.aol.com 465 or 587 (see Note) (SSL enabled for incoming and outgoing mail server)
BELL SOUTH mail.bellsouth.net 110
COMCAST smtp.comcast.net 587
COMPUSERV smtp.compuserve.comsmtp.aol.com 110 or 587
COX Business smarthost.coxmail.com 25
COX CENTRAL smtp.central.cox.net 25
COX EAST smtp.east.cox.net 25
COX WEST smtp.west.cox.net 25
EARTHLINK smtpauth.earthlink.net 25 (with password)
GODADDY smtpout.secureserver.net 80, 25, or 3535
GODADDY with Office 365 smtp.office365.com 587 (SSL enabled)
LYCOS smtp.mail.lycos.com 25
MICROSOFT OUTLOOK 365 outlook.office365.com 587 (SSL enabled)
NETSCAPE smtp.isp.netscape.com 25 (SSL enabled)
PRODIGY smtp.prodigy.net 25 (SSL enabled)
ROADRUNNER smtp-server.sc.rr.com 587
SPRINT PCS smtp.sprintpcs.com 25
VERIZON outgoing.verizon.net 465
VERIZON YAHOO outgoing.yahoo.verizon.net 465

Cox users: The standard SMTP setting of Cox isn't to use SSL or login information when sending emails. QuickBooks Desktop prefers SSL connections and requires log in information. Therefore, using 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.

Note: If 465 doesn't work, change the port to 587. Make sure SSL is enabled when trying both ports.

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