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G
gerdgoebel
April 20, 2022
Question

Setup e-mail via MS Exchange does not show correct sending e-mail address

  • April 20, 2022
  • 1 reply
  • 88 views

I am using QBD 2020 Prem 30.0.4013.0

I setup e-mail to send my various documents to customers and vendors. We use MS Exchange as our e-mail server hosted by MS.

 

I found this article about how to setup Webmail but ran into several problems.

 

https://quickbooks.intuit.com/learn-support/en-us/help-article/account-management/connect-email-quickbooks-desktop/L00d2EZek_US_en_US

 

In preferences I selected Send Forms -> Web Mail. Selected Add, entered my [email address removed] e-mail address, chose Outlook/Hotmail/Live as the e-mail provider. Clicked OK. I got a logon screen to my MS account, entered my password, clicked Sign in. 

The problem is that I get back to the Email setup screen, but now my e-mail address has been replaced by [email address removed], which unfortunately is also used as the sending e-mail address.

 

And after receiving my test e-mail I also see this e-mail id as the sender, instead of our [email address removed] e-mail address.

What am I doing wrong? I sure would like my customers and vendors to see my real e-mail address instead of the above substitute.

 

1 reply

G
gerdgoebelAuthor
April 20, 2022

this is how the sender looks like on my PC

 

MariaSoledadG
MariaSoledadGQuickBooks Team
QuickBooks Team
April 20, 2022

It seems this is quite an odd behavior while you're doing the right thing. Let's perform an update to make sure this fixes the issue, gerdgoebel.

 

Sometimes, you may experience a different kind of behavior in QuickBooks Desktop. You'll want to update QuickBooks to the latest release to resolve this.  Then, reconfigure your email address.

  1. From the Edit menu, choose Preferences and select Send Forms.
  2. Under the My Preferences tab, tick the Web mail radio button and click Add.
  3. Fill out the Add Email Info screen and click OK.
  4. Click OK to save the Preference.

 

If you're referring to QuickBook's E-mail, you'll have to go to the Company Information page and update the information from there. Here's how:

 

  1. Go to Company at the top menu bar, then select My Company.
  2. Click on the Pencil icon, then choose Contact Information on the left panel.
  3. Go to the E-mail section, then enter the new address.
  4. Click on OK.

 

However, if it's still showing an incorrect email address, just let me know so we can take a look at it again. Also, a screenshot is much more appreciated since I couldn't open the one that you just attached earlier. Furthermore, learn how to update your email address so you can retrieve your login credentials. Go through this article for more details: Update The Email Address You Use For QuickBooks Desktop.

 

Drop a comment below if you have any concerns about your email address. Remember, we're here to help you all the time. Stay safe!

LieraMarie_A
LieraMarie_A
Level 8
April 21, 2022

Thanks for your reply, but I don't have an edit button on the screen I get.

This is the screen I get

 

I went into an invoice and check to send the e-mail later, came back to this screen. The invoice was displayed here.

on the top right I entered the sending e-mail address and the receiving one (my personal e-mail) sent it, but when I got the e-mail in Outlook on my Mac it still showed that odd long number with the text "on behalf of" then my name and my own e-mail address.

I now speculate that my own e-mail address might be the one from the My Company -> Company Identification-> Admin e-mail. I hope I am wrong as this e-mail address should never be used when sending e-mails to customers or vendors.

All I would want to see is our sales at domainname dot com e-mail address as the sending e-mail address.

My guess is that it has something to do with the Microsoft exchange server account we use.


Hi there, @gerdgoebel. I'm determined to ensure you'll be able to set up the correct sending email address.

 

Allow me to share the steps I've found that helped other users with the same issue as yours. You'll have to set default data file in outlook. 

 

Here's how:

  1. In Windows, click on the Windows icon in the bottom-left corner
  2. Type mail into the search box and click Mail from the results.
  3. Click Data Files.
  4. Select the Data Files tab.
  5. Select the data file you wish to set as default.
  6. Click Set as Default.

 

Furthermore, you'll want to customize your form templates to make it look more attractive to customers.

 

Please come back and post about your results after following the steps. It's my priority that you find the success you need.

 
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