Set Up Email in QuickBooks Desktop: Outlook, Webmail & Gmail

Thankfully, QuickBooks Desktop provides an efficient and secure way to send financial data directly via email. You just need to set up email in QB Desktop to integrate with Windows programs and start sharing bills, reports, purchase orders, and other related data with your customers, vendors, etc. It might sound tricky to set up email in QuickBooks Desktop at first, but it is a simple process if the correct procedure is followed.

We created this guide to explain how to set up email in QuickBooks Desktop. You’ll also get to know prerequisites and methods to set up Webmail & Outlook to ensure QB can collaborate with them for the email service. Some Internet Service Providers (ISP) and their port requirements are also discussed so that you have all the relevant info on how to set up email in QuickBooks to send invoices. Let’s get started!

How to Set Up Outlook Email in QuickBooks Desktop?

Microsoft Outlook is an email management software that comes as a part of the MS Office Suite in Windows OS. QuickBooks Desktop seamlessly collaborates with MS Outlook, allowing you to send emails directly from the bookkeeping software. You just need to change email settings in QuickBooks Desktop to set up Microsoft Outlook as the default mailing app. Here’s what you need to do:

Prerequisites:

• Ensure you have Microsoft Outlook 2010 or newer versions for best compatibility with QuickBooks. If you have an outdated MS Outlook version, go to the Microsoft Catalog and download the latest security updates.
• Get in touch with your internet or email provider and ask for your username, password, incoming email server address, incoming email server type, and Outgoing email server address.

Method:

We have broken down the method into steps so that you can start sending email from QuickBooks using Outlook as soon as possible. Here’s how to set up Outlook email in QuickBooks desktop:

Step 1: Create a MS Outlook Profile

1. Launch the Profile Picker using one of the alternatives mentioned below:
   • Press and hold the Shift key while opening MS Outlook.
     • • • • Or
   • Open the Run (Windows + R) window, type Outlook.exe /profiles, and press Enter.
     • • • • Or
   • Go to the File menu in Outlook, select Account Settings, and tap Change Profile to restart Outlook.
     
2. Select Options in the Profile Picker dialog box and tap New.
   
   
3. If you select the Prompt for a profile to be used checkbox, you’ll be asked to choose a profile whenever you open MS Outlook.
4. Assign any desirable name to your new Outlook profile and click OK.
5. Go to the Add Account dialog box after the account is created and add an email account to your profile.

Step 2: Set up Outlook in QB Desktop

1. Launch your QuickBooks Desktop and access the Edit menu from the top.
   
   
2. Select Preferences in the drop-down and tap Send Forms.
3. Choose Outlook and click OK.

Set up Webmail in QuickBooks Desktop

Webmail refers to a cloud-based emailing platform that can be accessed through a web browser on your system. In this case, QuickBooks Desktop doesn’t integrate with any application or program; instead, it utilizes the Webmail servers to share emails. Here’s how to email invoices from QuickBooks Desktop using Webmail:

Prerequisites:

• Keep your Webmail account details handy because you may need to sign in when operating in a hosting environment (like Rightworks, AbacusNext, etc.)
• Ensure your account settings are enabled for two-step authentication by the webmail provider.
• If it happens, let QuickBooks auto-fill info about some of the common webmail providers.

Method:

Here’s how you can set up QuickBooks email contact using Webmail:

1. Go to the Edit menu in your QuickBooks Desktop and select Preferences.
2. Click the Send Forms option and select Web Mail.
   
   
3. Tap Add and enter the required Add Email info.
4. Hit OK twice to save your changes and start using Webmail for emails in QB Desktop.

How to Set Up Email in QuickBooks Desktop for Mac?

Use the following methods to set up email in QuickBooks for Mac:

QuickBooks Mac Plus 2022

1. Go to the Preferences menu on your QB Desktop and click the Email icon.
2. Go to the For sending emails… section and select:
   • Send using your Default Email handling application if you want to use the default mailing app (Outlook or Mail) to share emails.
     
     
   • Send directly out of QuickBooks using your Email account to add your account from a different email service like Gmail.
     
     
3. In case you choose a different email account, select between Gmail or Custom in the Email Provider▼ dropdown.

If you chose Gmail

1. Ensure the Enhanced Security checkbox is marked and authorize access to your email account using the instructions on the screen.
2. Tap OK.

If you chose Custom:

1. Enter a unique name for the account to identify it without any confusion, and then fill in the other info. Ports 25, 465, and 587 are normally used by email, but you must still contact your provider for SMTP settings.
2. Click OK to validate your info on the provider’s server. QuickBooks will add your account to the Email Accounts List if the information you shared is correct.

QuickBooks Desktop for Mac 2021 and Earlier

1. Open your QuickBooks and select the Preferences menu.
2. Click the Email icon and select between the two options in the For Sending Emails… section, as done in the previous method (QuickBooks Mac Plus 2022).application; otherwise, allot a unique name to the email account you choose before filling in other info.
3. Click OK to let QB Desktop verify your given info with the email provider’s servers.

Common Internet Service Providers and their Port Requirements

TIP: Try replacing Port 465 with Port 587 if selecting 465 doesn’t change anything. Always ensure SSL is enabled for both ports.

How to Set Up Email Template in QuickBooks Desktop?

QuickBooks also gives you the option to design an email template containing customized subject line and email bodies. It streamlines the email sharing process, as you just need to select the personalized template for your customer or vendors. Here’s how you can create email templates in QuickBooks Desktop:

1. Switch your QuickBooks to single-user mode from the File menu.
2. Access the Edit menu and click Preferences from the dropdown list.
3. Click the Send Forms menu and then navigate the Company Preferences tab.
4. Go to the Delivery Method Default dropdown menu and select Email.
5. Select a Transaction Type from the Email Templates menu and click Add Template.
   
   
6. Assign the template with any preferred name and customize the subject line and body.
7. If you have dynamic data to share, select the Insert Field option to put it in the email.
8. Select Save after customizing and tap OK in the Company Preferences to save your modifications.

Troubleshooting Issues During QuickBooks Email Setup Office 365

Error: QuickBooks Desktop is Unable to Send Emails to Outlook

Here are the countermeasures to use when you see an error message ‘QuickBooks is unable to send your email to Outlook:

Method 1: Configure your Admin Privileges

You must make sure that QuickBooks isn’t running as an administrator while sending email. Here’s how:

1. Type ‘QuickBooks’ in the search panel and go to the QuickBooks folder location from the search results. Usually the location is C:\Users\Public\Public Documents\Intuit\QuickBooks
2. Right-click QuickBooks.exe (Executable file) and select the Properties option in the list.
3. Navigate to the Compatibility tab and unmark the Run this program as an administrator checkbox.
   
   
4. Click Show Settings for All Users if the checkbox is grayed out or unavailable.
5. Tap Apply and then OK.

Method 2: Verify Internet Explorer Email Preferences

It is important to check the Internet Explorer settings, as QuickBooks uses it to run web services. Follow these steps to configure email preferences in Internet Explorer:

1. Launch Internet Explorer and go to the Tools menu.
2. Click Settings and select Internet Options.
3. Click Set Programs below the Programs tab and choose the email service you want to use.

Method 3: Repair MAPI32.dll file on Your System

MAPI32.dll is a dynamic link library (dll) used by your system applications to integrate with the Messaging Application Programming Interface (MAPI) and send email/messages. QuickBooks fails to share emails if the MAPI32.dll file gets damaged on your system. Here are the steps to fix the MAPI32.dll file:

1. Press Windows + E or open the File Explorer window from the search bar.
   
   
2. Go to C:\Windows\System32 and search for FixMapi.exe inside the folder.
3. Open the FixMapi.exe file and run a repair using the online instructions on the screen.
4. Reboot your computer after the repair is complete.

Method 4: Reinstall QuickBooks Desktop

You might face problems sending emails from QuickBooks if the program suffers from internal glitches or a corrupt installation.

Follow our detailed guide to:  Reinstall QuickBooks Desktop on your computer.

Error: Outlook is Missing from the Send Forms Preferences

You might experience that you can find Outlook in the Preferences section when you access the Edit menu and select Send Forms. This mostly happens due to compatibility issues, corrupt Outlook installation, missing user profile from Outlook, or if MS Outlook isn’t your default mailing app in system settings. You can easily fix the issues if you know how to change email settings in QuickBooks Desktop. Use the following methods to get rid of Outlook errors in QuickBooks Desktop:

Method 1: Set MS Outlook as the Default App for Email

• For Windows 10:

1. Launch the Default Apps window from the search bar and go to Email.
2. Single-click the app currently set as default and select MS Outlook below the Choose an app option.

• For Windows 11:

1. Go to the Default Apps page from the search bar and click Set defaults for applications.
   
   
2. Scroll down to locate Outlook and single-click it.
3. Choose an item (file type like eml, .hol, etc. and link type) and select Outlook.
4. Click Set Default to confirm.

Method 2: Configure the Mail Profile in Windows

1. Launch the Control Panel on your system using the Windows Start button or the search bar.
2. Search Mail, right-click it, and click the Show Profiles option.
   
   
3. Make sure the Always use this profile checkbox is marked and click OK.
4. Reopen QuickBooks and set up Outlook for email again.

Method 3: Make Changes in the WIN.ini File in Windows

1. Go to the search panel on the taskbar and type ‘WIN.ini.’
2. Right-click on the WIN.ini file and select Copy Path.
3. Open File Explorer (Windows + E) and go to C:\Windows to locate the WIN.ini file.
4. Open the WIN.ini file and search for a heading named [Mail]. Create a new heading [Mail] at the end of the file if it isn’t already in the file.
5. Add  MAPI=1 & MAPIX=1 below the [Mail] heading and tap Save.
6. Reboot your QuickBooks and check if the Outlook option is visible in the Preferences.

Error: QuickBooks Webmail doesn’t Accepts Password

Webmail might sometimes fail to authenticate your sign-in, or error messages may come up when you enter the password. Use these methods to fix the Webmail password issue in QuickBooks:

Method 1: Update your QB Desktop

Use our reference article to get detailed info on: How to download and install the latest QB updates.

Method 2: Exclude QuickBooks from Antivirus Scans

QuickBooks can also face Webmail issues if an antivirus interrupts the bookkeeping software from accessing the internet or runs background processes on your computer. Here is an article for you to learn about QuickBooks Antivirus Exclusions.

Also, use Port 465 for Yahoo! Mail and Port 587 for Gmail and other email services.

Conclusion

We created this guide to explain how to set up email in QuickBooks Desktop, both in Windows & Mac. Additionally, you’ll also find troubleshooting techniques for some common errors while setting up email in QB and a table with Internet Service Providers and their respective ports. We aim on making you very well aware of how to set up email in QuickBooks to send invoices, prerequisites to follow, and the correct way of creating an email template in the bookkeeping software.

FAQs

How can I switch to a different email client in QuickBooks Desktop without losing my settings?

You can easily switch between email clients by going to the Edit menu in QB Desktop, selecting Preferences in the dropdown, and then finally clicking Send Forms. You’ll see a variety of email clients (Outlook, Gmail, Mail, Yahoo, etc.) in the My Preferences tab. In case you switch to a web-based client, do not forget to obtain the SMTP settings from the email provider’s website.

Are there compatibility issues with certain email providers when using QuickBooks Desktop?

Yes, you may face compatibility issues while integrating QuickBooks with some email providers. Problems may also occur if the email provider application on your system is outdated or you try using a third-party email provider considered unsafe by QuickBooks. However, QuickBooks facing compatibility issues with an email provider isn’t common, as the bookkeeping software is designed to operate smoothly with most of them.

How do I configure my firewall and antivirus settings to allow QuickBooks Desktop email functions?

We’ll advise you to check our article on ‘QuickBooks Desktop ports’ to ensure QuickBooks doesn’t face Windows firewall restrictions while collaborating with email providers.