Learn how to setup Emails in QuickBooks Desktop Pro

QuickBooks is excellent accounting software and it’s best for mid-size business working and delivering till its fullest capacity. QuickBooks Desktop Products have many options like integrating your email with Outlook, Web-mail and QuickBooks mail. If you are currently using Google mail and you want to choose the webmail option but now cannot get it done with Google mail. Here, in this post, we have discussed how you can configure QuickBooks Pro Email Set up QuickBooks desktop.

You may also read: How to set up, install QuickBooks desktop enterprise?

Configuration of your email service with QuickBooks desktop

You usually have various options for Email integrations like Webmail, Outlook and QB Email when you work with QuickBooks Desktop products. There is a chance that some people cannot get it to work with Gmail.

QuickBooks Email Options:

There’s a chance that you see all three options for Email in your QuickBooks Desktop preferences. Several versions of QB do not provide all three and even if you have a version which supports all three versions you might not see all the options on some particular computer installations.

  • WebMail- It was introduced by QuickBooks in the year 2011 and it allows you to connect via Gmail, Yahoo email or your own web-based email service.
  • Outlook- Outlook support is only there if you have already installed Microsoft Outlook on your computer. It is preferred email integration as it provides the greatest degree of control.
  • QuickBooks Email- It is least favourable. It is dependent on Intuit mail servers plus they don’t own web-based email services.

Steps to Setup Email Service in QuickBooks Desktop

You can configure your QuickBooks via webmail, outlook and email to Email invoices, reports and other transaction. Make sure that your QuickBooks is compatible with your version by checking QuickBooks Desktop system requirements.


In the updated version of QuickBooks you can work out with Secure Webmail for an easier connection to your Email service provider and reliable on your QB Desktop version and it’s only vacant for some providers.

QuickBooks 2019: Left for Gmail, Yahoo Email, Hotmail and AOL like Mozilla Thunderbird Email Client.

Note: Supports simple text version in Mozilla.

QuickBooks 2018: Available for Gmail and Hotmail/Live clients in the US, Canada and UK.

QuickBooks 2017 R5 and newer- It is available for Gmail users in the United States.

QuickBooks 2017 R4 and older- Secure Webmail not vacant for its version.

Read Also: Resolve Email Issues in QuickBooks Desktop

To setup a Secure Webmail:
  • Initially, select ‘Preferences‘ and then click on ‘Send Forms‘ from the QuickBooks ‘Edit‘ tab.
  • Choose the ‘Webmail option‘ and then select the ‘Add button‘.
  • Now, choose your provider from the drop-down list and then input your ‘email address‘.
  • Make sure that ‘Enhanced Security‘ checkbox is marked.
Setup a Secure Webmail - Screenshot
  • Click on ‘OK‘ button.
  • When asked, sign in to ‘Intuit Account‘.
  • On the screen, you’ll see webmail provider login page.
  • Sign in and then select ‘Grant Intuit Access‘.


  • Firstly, you have to ‘create a new Outlook email profile
  • If you have Outlook accounts then move to the Next Step.
  • Select the information to configure Outlook as your Email client.
    • Username
    • Password
    • Incoming email server address
    • Incoming email server type
    • Outgoing email server address

Quick tip: You can contact your Internet Service Providers for the above given information.

  • Set up Outlook in QuickBooks.

Quick Tip: Want to see Outlook is missing in QB Desktop Send Form preferences if Outlook is unavailable in your QuickBooks.

  • Select Preference and then select Send Forms from the QuickBooks Edit menu.
Setting up Outlook email in QuickBooks desktop - Screenshot
  • Choose Outlook and click Ok button.

See Also: Integration of QuickBooks PayPal with QuickBooks online (QBO)

Connect with Regular Webmail:

If you are working on QuickBooks Desktop in the US:

ISP (Internet Service Provider) SMTP Server SMTP Port
1AND1.com smtp.1and1.com 587 (SSL enabled, with password)
ADELPHIA mail.adelphia.net 110
AOL    smtp.aol.com 465 or 587* (SSL enabled for incoming and outgoing mail server)
BELL SOUTH mail.bellsouth.net 110
COMCAST   smtp.comcast.net 587  
COMPUSERV   smtp.compuserve.com smtp.aol.com 110 or 587
COX Business smarthost.coxmail.com 25
COX CENTRAL      smtp.central.cox.net 25
COX EAST smtp.east.cox.net 25
COX WEST smtp.west.cox.net 25
EARTHLINK smtpauth.earthlink.net 25 (with password)
GODADDY smtpout.secureserver.net 80
LYCOS smtp.mail.lycos.com 25
MICROSOFT OUTLOOK 365 outlook.office365.com 587 (SSL enabled)
NETSCAPE smtp.isp.netscape.com 25 (SSL enabled)
PRODIGY smtp.prodigy.net 25 (SSL enabled)
ROADRUNNER smtp-server.sc.rr.com 587
SPRINT PCS smtp.sprintpcs.com 25
VERIZON outgoing.verizon.net 465
VERIZON YAHOO outgoing.yahoo.verizon.net 465

If you are working on QuickBooks Desktop in Canada:

ISP (Internet Service Provider) SMTP Server SMTP Port
MICROSOFT OUTLOOK 365 outlook.office365.com 587 (SSL enabled)
BELL MAIL smtphm.sympatico.ca 25 (or 587 if port 25 does not work)
BELLNET smtpa.bellnet.ca 25
CLUB INTERNET smtp.club-internet.fr 25
COGECO smtp.cogeco.ca 465
COMCAST smtp.comcast.net 465
EARTHLINK smtpauth.earthlink.net 587
GMAIL smtp.gmail.com 587
HOTMAIL smtp.live.com 587
LAPOSTE smtp.lineone.net 25
MAIL smtp.aol.com 587
MSN smtp.live.com 25
MTS smtp.mts.net 25
NETSCAPE smtp.isp.netscape.com 25
NETZERO smtp.netzero.com 25
NEUF smtp.neuf.fr 25
ROGERS smtp.broadband.rogers.com 25
SASKTEL mail.sasktel.net 25
SHAW shawmail.cg.shawcable.net 25
SKYNET smtp.skynet.be 25
SYMPATICO smtphm.sympatico.ca 25
TELUS smtp.telus.net 25
VIDEOTRON relais.videotron.ca 25
YAHOO smtp.mail.yahoo.com 465

You may also like: Troubleshoot Most Common Errors of QuickBooks Pro

Setup a regular Webmail:

ISP obeys the Webmail servers. QuickBooks automatically select out the information for the many common service providers, like Gmail, Yahoo and Hotmail etc.

  • Select Preferences and then select Send Forms from the Edit menu in QuickBooks.
  • Select Webmail and then choose Add button.
Setting up Web mail in QuickBooks desktop - Screenshot
  • Choose your provider from the drop-down list and then input your email address.
  • Click on OK button.
Important things to Remember:
  • QuickBooks Desktop will ask you to enter your webmail password the first time you send an email using regular webmail unlike with Secure Webmail.
  • If you have issues in open account by password in QuickBooks Desktop and note that webmail providers require the user to confirm configuration for two-step verification.
  • Fox Cox user: When we send email, the standard SMTP setting of Cox then uses SSL or login information. QuickBooks needs login credentials and prefers SSL connections and hence, use port 25. Use SSL with such alternatives port 587 or 465.
  • For CableOne users: Make use of these credentials as CableOne uses Google servers.
  • Email Address: Your Email
  • Email Provider: Gmail
  • Port: 587 or 465
  • SSL: Yes

We hope that with the help of these above mentioned steps you have now successfully setup your Email with QuickBooks Pro version. However these steps are bit confusing and consumes much time to follow. In case you are facing any kind of difficulties or unable to do the specific task or you have any other QuickBooks related issues then no need to worry. Please feel free to get in contact with our QuickBooks customer support team to share your concerns with one of our Intuit QuickBooks Error Support to get 24/7 help.


Read Also:

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Steps to Resolve QuickBooks Error 9994

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