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gerdgoebel
April 20, 2022
Question

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

  • April 20, 2022
  • 1 reply
  • 86 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The problem is that I get back to the Email setup screen, but now my e-mail address has been replaced by [email address removed], which unfortunately is also used as the sending e-mail address.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!

G
gerdgoebelAuthor
April 27, 2022

Thank you for the update, gerdgoebel.

 

I would also prefer to use my email as a sender if I were in your case. There’s a setting you need to change in addition to setting up webmail, and I’ll be happy to guide you through it.

 

To achieve this, you'll want to update the sender's email in the Send Forms setting under File.

 

  1. From the File menu, select Send Forms.
  2. Select a form on the table.
  3. Click the Edit Email button and update the email address.
  4. Click OK. If you put an email that is different from your company file's email (Company menu > My Company), you'll be asked if you also want to update it. Choose your Yes or No.
  5. Select another form from the table and do steps 3 and 4 until you finish all forms.

 

Speaking of forms, you may want to put your own style by customizing them. Here's an article to guide you through that: Use and customize form templates.

 

I’m sure your customers and vendors can rest assured that the email they receive is from you. Let me know if you need more help. Take care always!


Sorry for the late reply.

My File -> Send Forms looks different and there is no edit e-mail address button.

FYI I use QBD 2020 Prem R13.

This is my screen

 

And the from e-mail address is not our sales at domain dot com e-mail address I have in the company file.

It must have something to do with the MS Exchange account we use.

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