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Set up email service

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

In QuickBooks Desktop, you can set up your email to send invoices, reports, and other transactions through Webmail or Outlook.

Before you get started, check the QuickBooks Desktop system requirements to make sure your Outlook is compatible with your version of QuickBooks Desktop.

  1. Create an Outlook email profile. (If you don't already have one.)
  2. Contact your ISP (Internet Service Provider) for the following information.
    • Username
    • Password
    • Incoming email server address
    • Incoming email server type
    • Outgoing email server address
  3. Set up Outlook. If you are not seeing Outlook as an option in your QuickBooks Desktop, follow the steps in Outlook is missing in QuickBooks Desktop Send Forms preferences.
    1. From the QuickBooks Edit menu, choose Preferences, then select Send Forms.
    2. Select Outlook, then OK.

Before you get started

In newer versions of QuickBooks Desktop, you can use Secure Webmail for an easier and safer connection to your email provider. Unlike webmail, Secure Webmail works by linking your Intuit account to your webmail account. Once linked, you don't have to re-enter your password every time you send an email.

QuickBooks Desktop versions that work with Secure webmail

    • QuickBooks 2020: Available for Gmail, Yahoo Email, Windows Mail, Hotmail and AOL (i.e. Mozilla Thunderbird Email Client*) *Supports plain text version in Mozilla.
    • QuickBooks 2019: Available for Gmail, Yahoo Email, Windows Mail, Hotmail and AOL (i.e. Mozilla Thunderbird Email Client*)*Supports plain text version in Mozilla.
    • QuickBooks 2018: Available for Gmail and Hotmail/Live users.
    • QuickBooks 2017 R4 and older: Secure Webmail not available.

    • QuickBooks 2017 R5 and newer: Available for Gmail users.

Things to know:

  • If you add Secure Webmail to your QuickBooks company file, you'll be required to set up a complex password for your file.
  • On hosted environments such as Right Networks, you may still be asked to sign in to your webmail provider when you send emails through QuickBooks Desktop even if you use Secure Webmail.

Set up Secure Webmail

  1. From the QuickBooks Edit menu, choose Preferences, then select Send Forms.
  2. Select Web Mail, then Add.
  3. Choose your provider from the drop-down and enter your email address.
  4. Ensure that the Use Enhanced Security checkbox is checked, then select OK. (You can uncheck the box for Use Enhanced Security if you receive the error message: Network Error. Please try again.)
  5. When prompted, sign in to your Intuit account. The username or email address you use here may not necessarily be the same as the one you are connecting to your QuickBooks.
  6. Your webmail provider's login page will display. Sign in and choose to grant Intuit access.

Before you get started

We highly recommend that you verify the server and port information with your ISP before setting up webmail in QuickBooks Desktop. (See the ISP chart below.)

  • Webmail servers and port settings are determined by your ISP.
  • QuickBooks Desktop can automatically fill out information for some of the most common providers, such as Gmail, Yahoo, and Hotmail/Live.
  • If you use a different email provider, you can use the list below to find its server and port information.

Set up webmail

Once you have verified your ISP (see chart below), you can set up webmail.

  1. From the QuickBooks Edit menu, choose Preferences, then select Send Forms.
  2. Select Web Mail, then Add.
  3. Fill out the Add Email Info, then OK.
  4. Select OK to save the changes.

Things to know:

  • Unlike with Secure Webmail, QuickBooks Desktop will prompt you to enter your webmail password the first time you send an email using webmail.
  • If QuickBooks Desktop doesn't accept your password, note that webmail providers (Gmail, Yahoo, etc.) require users to check the account setting for two-step verification. See QuickBooks will not accept my webmail password for more information.

ISP (Internet Service Provider) SMTP Server SMTP Port 587 (SSL enabled, with password)
AOL 465 or 587 (see Note)  (SSL enabled for incoming and outgoing mail server)
COMPUSERV 110 or 587
COX Business 25
EARTHLINK 25 (with password)
GODADDY 80, 25, or 3535
GODADDY with Office 365 587 (SSL enabled)
MICROSOFT OUTLOOK 365 587 (SSL enabled)
NETSCAPE 25 (SSL enabled)
PRODIGY 25 (SSL enabled)

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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