How to Setup Email Service In QuickBooks

Here you will learn to Setup Email Service In QuickBooks Desktop.

QuickBooks supports a feature for emailing by which you can set up you email to send Invoices, Reports and other transactions  via Webmail Or Outlook

Setup Email Service In QuickBooks

Set up for Outlook

Before proceeding further is setup method do make sure that you check the system requirements for QuickBooks Desktop to make sure that Outlook is compatible with your version of QuickBooks.

  • First, you need to create a outlook profile in case you don’t have any.
  • Now contact your Internet Service Provider for getting following information-
  • Username
  • Password
  • Incoming email server address
  • Incoming email server type
  • Outgoing email server address


  • Setup your Outlook.
  • Open Edit menu in QuickBooks and select “Preferences”.
  • Click on Send Forms.
  • Choose Outlook and click ok.

Secure Webmail Setup

Before proceeding further

Secure webmail is a service available in newer versions of QuickBooks where you can send emails easier and safely to your email provider. Using Secure webmail is different from using normal webmail because secure webmail connects with your Intuit account.Once you have linked the account then you don’t need to enter usernames and password repeatedly.

Versions of QuickBooks Desktop that support secure webmail


  • QuickBooks 2019: Gmail, Yahoo Email, Windows Mail, Hotmail & AOL
  • QuickBooks 2018: Gmail and Hotmail/Live users
  • QuickBooks 2017 R5: Gmail


Things you should know

  • In case you choose secure webmail for your company file, you will be asked to set a complex password for safety.
  • On some hosted type of environments like “Right Network, you will always be asked for email provider username and password even if you use secure webmail.

Setting up a secure webmail

  • Open-File menu in QuickBooks and select “Preferences”.
  • Click on Send Forms.
  • Choose Webmail and then click on Add.
  • Open the dropdown menu and select your email address.
  • Make sure to checkmark “Use Enhanced Security” and then click OK.
  • If prompted simply sign into your Intuit Account.
  • Now webpage of your email provider will appear simply grant access for QuickBooks.

Setting up basic webmail

Before getting started

Make sure that you verify your port and your server information from your Internet Service Provider and then set up your webmail.

  • ISP determines your port and server settings.
  • Autofill for information is provided in QuickBooks For Gmail, Yahoo and Hotmail users.
  • In case any other email provider is being used then look for your port and server information in the chart given below.

Set Up Your Basic Webmail

  • Open File menu in QuickBooks and select “Preferences”.
  • Click on send forms.
  • Choose “Webmail” and then click on Add.
  • Input your Info in Add Email Info and then click ok.
  • Click ok to save the changes.
  • Setup Email Service In QuickBooks

Things you should know

  • Basic webmail service will ask for your email login details every time you send any form.
  • In case QuickBooks Says that your login information is wrong then you will need to do a two-step verification.

Internet Service Provider / Port Information to Setup Email Service In QuickBooks

Setup Email Service In QuickBooks

This will help you to Setup Email Service In QuickBooks, Incase this doesn’t help you may contact QuickBooks Support team.

QuickBooks Support phone number 1-800-416-8574


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