Gmail

Let's get you back up and running, VirginiaVet.

I appreciate your effort in performing some troubleshooting steps beforehand. To get this sorted out, updating your QuickBooks Desktop to its latest release is a good start when it comes to fixing program-related issues. This makes sure you have the most recent fixes and security updates.

Here's how:

1. Click Help at the top menu bar and choose Update QuickBooks Desktop.
   
2. Go to the Update Now tab.
3. Select the Reset Update and click Get Updates to start the download.
4. Once done. Hit OK and restart QuickBooks.
   
5. When prompted, accept the option to install the new release.

Once updated, go to the Web Mail Preferences in QuickBooks Desktop and check your email settings from there. See the steps below:

1. From the QuickBooks Edit menu, select Preferences.
2. On the left pane, select Send Forms.
3. Under My Preferences, select the email account you are using, then select Edit.
4. In the Edit Email Info screen go to the SMTP Server Details section and set the server name and port to your email provider settings.

If you're still getting the same result, you can go through the following article and proceed to Solution 3: Fix Error: Could not connect to the email server.

I'll be adding this write-up: Connect your email to QuickBooks Desktop. You'll find more details about connecting emails with QuickBooks as well as a list of SMTP Servers and Ports.

Let me know how it goes by leaving a reply below. I want to make sure you're able to work your Gmails with QuickBooks. I'll be right here if you need anything else. Have a good one!

I tried all of these steps, multiple times, without resolution.  

First, I tried with existing gmail settings. Then I tried deleting my email, updating QB, and reinstalling my email. Problem continues. The following sequence has been followed, with 2-step verification on, reaching a deadend (no further screens offered) at steps 6 and 7.  See atached screen capture in which "steps on how to resolve this" is inactive.

Scenario 1: Change the current Gmail account to use the secure webmail

1. Turn on 2-step verification for your Google account.
2. In QuickBooks, select Edit and then select Preferences.
3. Select Send Forms.
4. Select Web Mail.
5. Select your Gmail User Id and Edit.
6. Select Use enhanced security and select OK. We’ll also ask you to sign in to your Intuit account to complete the process.
7. Your Gmail sign-in page will display. Sign in and grant Intuit access.

Hi @VirginiaVet.

Your screenshot helps me understand your situation to enable Gmail enhanced security. I can assist change your default browser to what Gmail security is supported.

In your case, you'll have to change the default browser since the browser the system is using isn't compatible with enabling Gmail enhanced security. QuickBooks Desktop runs Internet Explorer browser services to view websites. To change this, we'll have to copy the Google Chrome shortcut found on your computer desktop and paste this into your App Data Windows Accessories.

Here's how:

1. Press the button Windows + R.
2. Type %AppData% and then press Enter.
   
   
    
3. Select the View tab and then check the Hidden Items option.
   
   
    
4. Then follow this step-by-step Microsoft>Windows>Start Menu>Programs>Windows Accessories.
5. From your desktop, copy (Ctrl+C) the Google Chrome shortcut.
6. Then paste (Ctrl+V) it into the Windows Accessories folder.
7. Once done, Right-click Internet Explorer and then select Rename.
   
   
    
8. Type Internet Explorer_OLD and then hit Enter.
   
   

Once done, try to close QuickBooks Desktop and rerun the application. Then go back to set up the Gmail enhanced security.

1. Go to the Edit menu and then select Preferences.
2. Choose Send Forms and then tick the Web Mail option.
3. Select Add.
4. Enter your Gmail email ID and then check the Use enhanced security box.
5. Click OK and then Continue.
   
   
    
6. Enter your credentials to enable enhanced security.
   
   

I'm also adding these articles to learn more about the webmails that work with QuickBooks and Gmail enhanced security:

• Connect your email to QuickBooks Desktop
• Set up enhanced security in Gmail for QuickBooks Desktop

Please let me know how it goes or if you have additional questions, feel free to tag me in your comment. I'm always here to help you more. Stay safe and more power to your business.

Thank you for your assistance. All recommend steps have been followed in installed in Hidden files. 

When I try to add email Info, I cannot progress to adding the Gmail authorization screen that you show. 

I have tried this will varous security configurations in gmail: stadard and enhanced, without resolution. Suggestions?

Thanks for updating us, @VirginiaVet. I can see that you did everything you could to authorize Gmail to work with QuickBooks Desktop (QBDT). Don't worry, I'm here to provide additional steps to get this issue resolved positively.

I appreciate you attaching a screenshot for this. Since you've mentioned that QBDT is already updated to the latest release, let's now proceed with checking the browser's email preferences. We have to ensure that  Internet Explorer is selected as a default browser. Here's how:

1. Close your QBDT company file.
2. Next, open Internet Explorer.
3. From there, navigate to the Settings menu and select Internet options.
4. Click the Programs tab and select Set Programs.
5. Then, select Set your default programs and choose the email service you want to use.
6. Click Apply, then OK.
7. Once done, close Internet Explorer.

After that, reauthorize QBDT again to continue using Gmail.

However, if you're still unable to do so, I recommend reaching out to our Technical support team to further investigate the root cause of the problem. Once connected, you can request a screen-sharing session for them to easily review your setup and provide additional fixes. 

Once everything is fine, you're now ready to email forms in QuickBooks.

Should you need to modify your form templates, feel free to visit this article for the detailed instructions: Create custom email templates in QuickBooks Desktop.

Let me know how it goes and please post a reply below. Also, if you have additional follow-up questions about enhancing Gmail security, feel free to get back here. I'm always willing to lend a hand. Have a great day ahead and take care.

Thank you for your help. The proposed solution did not correct the problem.

Reaching out to Desktop Help but the contact form is nonresponsive.  :-(

I have also tried all the steps to resolve the gmail issue. I am very frustrated that I have spent so much time trying tom resolve this!!!

here is a screen shot

Hi there, cmcyr.

I appreciate you for sharing a screenshot of the error you've encountered and for performing some steps to fix the problem. I understand that things have been challenging for you about setting up Gmail and that it's not the sort of experience we want you to have while using QuickBooks. With this, I'll ensure to provide steps so you can proceed with the process of using Gmail with enhanced security smoothly. 

When you have Gmail without Enhanced Security checked, you’ll have to ensure you switch to Enhanced Security. Last May 30, 2022, ​​Google will no longer support using only your username and password. This could affect how you send transactions with Gmail in QuickBooks.

Then, if you've configured Gmail to use enhanced security, you'll be prompted to authorize QuickBooks Desktop or like the message you received when you send a transaction or report. To fix this, I recommend reauthorizing QuickBooks Desktop to continue using Gmail and to make sure it remains compliant with their policy. 

Here's how:

1. From any open transaction or report in QuickBooks, choose Email.
2. Select Send and you may be reminded to log in with your Intuit credentials.
3. Click Continue in the Webmail Authorization window that opens.
4. Choose Allow.

After that, please know that there's no need to uncheck any default permissions set by Google. Then, you can open this article to see further details on how Gmail with enhanced security through QuickBooks Desktop works: Set up enhanced security in Gmail for QuickBooks Desktop.

Lastly, you may refer to this article to see steps on how you can fix an error message about being unable to connect to the email server when using webmail in QuickBooks Desktop: Fix Error: Could not connect to the email server.

Please let me know if you have other concerns working your Gmail with QuickBooks, cmcyr. I'll be right here if you need anything else. Have a good one!

It would be nice if I could get to the ALLOW screen....I have been making pdf copies and emailing those...but GUESS WHAT!!! you can't make a PDF of a payment!!!

Hi cmcyr,

Thank you for your feedback about not having an option to create a PDF copy for a payment. I see how this will be useful in day-to-day transactions. Feel free to submit a suggestion by clicking on Help and choosing Send Feedback Online.

On the other hand, we removed your screenshot since it has an email address.

If you have any other concerns, please don't hesitate to go back to this thread. Take care and have a good one!