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Level 2

How to save the password of my email account on QuickBooks Desktop?

I have connected my 3rd party email address (which qualifies under the 'other' category of email types listed under QB settings) but it prompts to enter the password whenever I log in to the software. Is there any way I can save the password on QB rather entering it again and again?

3 Comments 3
QuickBooks Team
QuickBooks Team

How to save the password of my email account on QuickBooks Desktop?

Thanks for checking in with us. Let me shed light on this, Prav_U. 


For users with sensitive information, setting a password is mandatory. This ensures that only authorized users can access your data. When linking your webmail account or your third-party email address, it avoids you from re-entering your password every time sending an email or logging in to the software. This process is done by connecting your email to QuickBooks Desktop, which is what you did. However, if the email provider is not supported for this setup, the software will prompt you to re-enter your password.


To better isolate this issue, let's try checking if your email provider is added to the My Preferences page and was set to the default one. This way, you don’t have to reenter your password every time you send an email. Here’s how:

  1. Go to the Edit menu and choose Preferences.
  2. Select Send Forms.
  3. Select My Preferences
  4. Check the email in the E-Mail IDS and Select Default columns.
  5. Tap OK

Moving forward, you can create and use customize email templates to send messages. just in case you have password issues, see Fix webmail password issues in QuickBooks Desktop to troubleshoot the problem.


I'd like to know how you get on after trying the steps, as I want to ensure this is resolved for you. Feel free to reply to this post and I'll get back to you. Take care always.

Level 2

How to save the password of my email account on QuickBooks Desktop?



As shown in the attachment, the only email that I use is listed as default but still whenever I log off and log back in, the system asks me to re-enter my email password to email reports. This is really annoying and not practical to do for my staff. Could you please help me resolve this issue?

QuickBooks Team

How to save the password of my email account on QuickBooks Desktop?

I appreciate your time getting back here, Prav_U.


To resolve this, you'll want to check your email provider's settings. Search for the allow permission for QuickBooks and select the option not to re-enter your email password. This way, you can email the reports in QuickBooks without getting the prompt.


You can also update Microsoft Office 365 to the latest release by following the steps here: How to update to the newest Microsoft Office 365 release.


For additional reference, you can read this article: Connect your email to QuickBooks Desktop.


If you're still being prompted to enter a password, I'd recommend reaching out to our Customer Care Team. They can have a screen sharing session with you and check your QuickBooks and email settings to investigate the issue.


Here's how:


  1. Go to the Help menu, and select Talk to a human.
  2. Choose Talk to a human again.
  3. Proceed with I still need a human.
  4. Click the Contact us link.
  5. Select either Start messaging or Get a call.



If you have more questions or other concerns with QuickBooks Online. My colleagues and I are here to help. Thanks.

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