How to setup emails in Quickbooks Desktop

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Learn how to set up your email service in QuickBooks Desktop.

In QuickBooks, you can send transactions through Webmail or Outlook. Once you’re set up, you can send invoices, reports and more.

Before you get started, make sure you’re using Outlook 2010 or newer and you have an Outlook email profile.

Set up Outlook to work with QuickBooks

Step 1: Contact your internet or email provider to get the following info

  • Username
  • Password
  • Incoming email server address
  • Incoming email server type
  • Outgoing email server address

Step 2: Set up Outlook

  1. Go to the QuickBooks Edit menu.
  2. Select Preferences and Send Forms.
  3. Select Outlook and OK.

Don’t see Outlook? See what to do when Outlook is missing.

Set up your secure webmail to work with QuickBooks

Before you get started

  • Newer versions of QuickBooks can use secure webmail. This creates an easier and safer connection to your email.
  • Secure Webmail works when you link your Intuit account and your webmail account.
  • Once linked, you don’t have to reenter your password every time you send an email.

QuickBooks versions that work with secure webmail

  • QuickBooks 2019 and 2020: Available for Gmail, Yahoo Email, Windows Mail, Hotmail, and AOL. (Mozilla Thunderbird Email Client*) *Supports plain text version in Mozilla.
  • QuickBooks 2018: Available for Gmail and Hotmail/Live users.

Things to know

  • If you add Secure Webmail to your company file, you’re required to set up a complex password for your file.
  • Hosted environments may still require you to sign in to your webmail when you send emails. (Such as Right Networks.)

Set up secure webmail

  1. Go to the QuickBooks Edit menu and select Preferences.
  2. Select Send Forms.
  3. Select Web Mail and Add.
  4. Select your provider from the drop-down and enter your email address.
  5. Select the Use Enhanced Security checkbox and select OK. (You can uncheck the box if you receive the error message: Network Error. Please try again.)
  6. When prompted, sign in to your Intuit account.

Your webmail provider’s login page will display. Sign in and select to grant Intuit access.

Set up webmail to work with QuickBooks

Before you get started

  • Verify your webmail servers and port settings with your ISP.
  • Webmail providers require users to enable their account settings for two-step verification.
  • QuickBooks can auto-fill info for some of the most common providers.

Set up webmail

  1. Go to QuickBooks Edit menu and select Preferences.
  2. Select Send Forms.
  3. Select Web Mail and Add.
  4. Fill out the Add Email Info and select OK.
  5. Select OK to save your changes.

Things to know

  • Unlike with Secure Webmail, QuickBooks will prompt you to enter your webmail password the first time you send an email using webmail.
  • If your password isn’t accepted, see QuickBooks will not accept my webmail password for more info.
  • If you can’t login with Gmail, see Gmail couldn’t sign you in from QuickBooks Desktop for more info.


ISP (Internet Service Provider)SMTP ServerSMTP Port
1AND1.comsmtp.1and1.com587 (SSL enabled, with password)
ADELPHIAmail.adelphia.net110 or 587 (see Note) (SSL enabled for incoming and outgoing mail server)
BELL SOUTHmail.bellsouth.net110
110 or 587
COX Businesssmarthost.coxmail.com25
COX CENTRALsmtp.central.cox.net25
COX EASTsmtp.east.cox.net25
COX WESTsmtp.west.cox.net25
EARTHLINKsmtpauth.earthlink.net25 (with password)
MICROSOFT OUTLOOK 365outlook.office365.com587 (SSL enabled)
NETSCAPEsmtp.isp.netscape.com25 (SSL enabled)
PRODIGYsmtp.prodigy.net25 (SSL enabled)
SPRINT PCSsmtp.sprintpcs.com25
Note: We don’t support providers that use a starttls encryption.

Cox users: The standard SMTP setting of Cox isn’t to use SSL or login information when sending emails. QuickBooks Desktop prefers SSL connections and requires log in information. Therefore, using port 25 and no SSL connection with SMTP doesn’t work with QuickBooks Desktop. The alternative is to use SSL with port 587 or 465.

Note: If 465 doesn’t work, change the port to 587. Make sure SSL is enabled when trying both ports.

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