QuickBooks is a versatile accounting and bookkeeping software. It helps us to automate a number of tasks such as sending invoices, reports, and estimates to clients. QuickBooks makes financial accounting accurate and faster. Over hundreds of products can be integrated with QuickBooks. Many applications like Outlook can easily integrate with QuickBooks desktop. Today we will learn how to set up email in QuickBooks Desktop. Many of you might think this might be a complicated process, but it’s straightforward and easy.

QuickBooks Versions Compatible with Secure Webmail

  • QuickBooks desktop version 2019, 2020, and 2021 works with Gmail, Yahoo Mail, Windows Mail, Hotmail, and AOL.
  • QuickBooks desktop version 2018 works with Gmail and Hotmail/Live users only.

Configure Email Service With QuickBooks

QuickBooks mail is the prominent option for email configuration for the users using QuickBooks desktop especially. Other users that are using Gmail or third-party email services find it challenging to integrate QuickBooks email services with it.

QuickBooks Email Options

Before coming to the main topic, remember there is a high possibility that users might not find all of the options stated below for email at your QuickBooks desktop setup. Additionally, users might have a different version that will not show all of the below three options. For certain users, the computer doesn’t show all of the options.

  • Outlook: Users already having Microsoft outlook installed can get outlook support. The outlook is the preferred email client because it provides users more effective hold with greater ease.
  • QuickBooks Email: Not liked by most of the users and is commonly not used. Outlook has always been the preferred option by most of them.
  • WebMail: Well nothing much to say about this feature launched in 2011 to get bridge with Gmail, Yahoo or any of users own email platforms.

Setup  Email Service in QuickBooks Desktop

Invoice by email, reports and other many functions can easily be integrated with QuickBook. User must check the compatibility between Outlook and QuickBooks desktop package requirement.


  • During setup, users must make a new email profile At Outlook.
  • In case users ars already present at Outlook, he can easily step to the next chapter.
  • Gather all the essential data to setup Outlook as email client.
  • Important note: ISP is always there to get the following information.
  • Username
  • Password
  • Server home for email
  • your email server option
  • leaving email server address
  • Configure Outlook in QuickBooks.

In case you can’t find Outlook In QuickBooks Desktop please make sure forward forms preference. Don’t send if Outlook is there.

  • Select Preferences and click Send Forms, right at the QB Edit menu.
  • In last mark Outlook and select OK.


Webmail can easily found in the latest version of QuickBooks and can be used for connecting with an email provider. QuickBooks 2020 supports Gmail, Yahoo Email, Windows Mail, Hotmail and AOL (i.e., Mozilla )

Note: Supports plain text version in Mozilla.

QuickBooks 2018: In the US, the UK and Canada user can use Gmail, Hotmail but in QuickBooks 2017 R5 Gmail can only be used by US users.

Setup Email in QuickBooks

Below are the Steps to being up with a Secure Webmail:

  • At the start, pick Preferences and select Send Forms on Edit menu.
  • Again pick WebMail as your preference & then snap on Add button.
  • Next step once the provider has been selected from the bottom down list do not forget to add your email address.
  • Please make sure that enhanced security box is not left unchecked.
  • Then snap OK button.
  • Once done, open Intuit account and sign in. The email id and username used in creating QuickBooks account will be used here too. Same preferences to be applied here too.
  • Here we go webmail login page will pop out.
  • Just sign in, and you are ready to go and don’t forget to choose grant access date.

Connecting with Webmail: (For US users using QuickBooks Desktop)

ISP (Internet Service Provider)SMTP ServerSMTP Port
1AND1.comsmtp.1and1.com587 (SSL enabled, with password)
AOLsmtp.aol.com465 or 587* (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 365Coutlook.office365.com587 (SSL enabled)
Netscapesmtp.isp.netscape.com25 (SSL enabled)
Prodigysmtp.prodigy.net25 (SSL enabled)
Sprint PCSsmtp.sprintpcs.com25
Verizon Yahoooutgoing.yahoo.verizon.net465

For Canadian Users Using QuickBooks Desktop:

ISP (Internet Service Provider)SMTP ServerSMTP Port
MICROSOFT OUTLOOK 365outlook.office365.com587 (SSL enabled)
BELL MAILsmtphm.sympatico.ca25 (or 587 if port 25 does not work)
CLUB INTERNETsmtp.club-internet.fr25

How to set up regular Webmail in QuickBooks

Always remember that internet service providers exercise rights over webmail servers. Users need to relax because QuickBooks really helps you out in this regard it has an automated system that updates all of your information for the service providers.

How to Set Up Email in QuickBooks

Edit Preference QuickBooks Desktop 2021

You might need to set up an email in QuickBooks to send invoices, estimates, bills, and more from within QuickBooks. It makes working more easier.

  • Open QuickBooks desktop.
  • Click on Edit from the main menu and go to Preferences.
  • In the Preference Window, select Send Form on the left.
  • Now, you can add your preferred email service provider.