Learn How To Set up Emails in QuickBooks Pro

QuickBooks Pro is entry-level accounting software for mid-size business and its working capacity is very efficient. QuickBooks Pro is compatible with more than 100 other products and provides many services. While you are working with your QuickBooks Desktop Products you have many options to integrate your email with Outlook, Web-mail, QuickBooks mail. If you are using Google mail and wanna choose the webmail option but can not get it to work with Google mail. Here is the best way to configure your QuickBooks Pro Email Set up with QuickBooks and QB Desktop.

Configure Your Email Service With Quickbooks

When you work with QuickBooks Desktop products, you usually have several options for Email integration such as WebMail, Outlook and QB E-mail. If you use Google Gmail and you want to select the WebMail option, but some people can’t get it to work with Gmail.

Related article: New Features in QuickBooks Pro 2020

QuickBooks Email Options

You might not always see all three options for Email in your QuickBooks Desktop preferences. Several versions of QB does not provide all three, and even if you have a version that supports all three versions you might not see all of the options on some particular computer installations.

  • Outlook: Outlook support is only available if you have already installed Microsoft Outlook on your computer. It is preferred email integration, as it provides you with the greatest degree of control.
  • QuickBooks E-mail: It is the least favorite. It depends on Intuit mail servers and they do not offer the best features.
  • WebMail: It was introduced in QuickBooks 2011 and it lets you connect through Gmail, Yahoo email, or your own web-based email service.

See: QuickBooks Desktop 2018 – What’s new & improved features in it

Set Up Your Email Service In Quickbooks Desktop

You can configure your QuickBooks to Email invoices, reports and other transactions using webmail, outlook or Gmail etc. Ensure that your Outlook is compatible with your version by checking QuickBooks Desktop system requirements.


  •  At first, you need to create a new Outlook email profile.
  • If you already have an Outlook account, proceed to the Next step.
  • Collect the information to set up Outlook as your Email client.
  • Quick tip: You may contact your ISP for the following information:
    • Username
    • Password
    • Incoming email server address
    • Incoming email server type
    • Outgoing email server address
  • Set up Outlook in QuickBooks.
  • Quick tip: See Outlook is missing in QB Desktop Send Forms preferences if Outlook is unavailable in your QuickBooks.
    • Choose Preferences and select Send Forms, from the QuickBooks Edit menu.
    • Then select Outlook and click OK.


In the latest versions of QuickBooks, you can use Secure Webmail for an easier connection to your Email provider and Depending on your QuickBooks Desktop version, it’s  only available for certain providers

QuickBooks 2019: Available for Gmail, Yahoo Email, Windows Mail, Hotmail and AOL (i.e. Mozilla Thunderbird Email Client*)
Note: Supports plain text version in Mozilla.
QuickBooks 2018: Available for Gmail and Hotmail/Live users in the US, UK, and Canada. QuickBooks 2017 R5 and newer: Its available for Gmail users in the US only.
QuickBooks 2017 R4 and older: Secure Webmail not available for this version.

To set up a Secure Webmail:

  •  At first, choose Preferences and then click Send Forms from the QuickBooks Edit menu.
  •  Again select WebMail option and then click on Add button.
  • After that choose your provider from the drop-down list and enter your email address.
  • Ensure that the Enhanced Security checkbox is checked.
  • Then click OK.
  • When it is prompted, Sign in to the Intuit account. The username or email address you use may not be the same as the one you are connecting to QuickBooks.
  • Your webmail provider’s login page will display on the screen.
  •  You need to Sign in and choose to grant Intuit access.

Connect With Regular WebMail:

If you are using QuickBooks Desktop in the United States:

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 365outlook.office365.com587 (SSL enabled)
NETSCAPEsmtp.isp.netscape.com25 (SSL enabled)
PRODIGYsmtp.prodigy.net25 (SSL enabled)
SPRINT PCSsmtp.sprintpcs.com25
VERIZON YAHOOoutgoing.yahoo.verizon.net465

If you are using QuickBooks Desktop in Canada:

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

To set up a regular Webmail:

Internet Service Provider controls the WebMail servers. QuickBooks automatically fill out the information for the most common service providers, such as Gmail, Yahoo, and Hotmail etc.

  • Choose Preferences and click Send Forms from the QuickBooks Edit menu.
  • Then select WebMail and click on the Add button.
  • After that choose your provider from the drop-down list and enter your email address.
  • Then click OK.


  • QuickBooks Desktop will prompt you to enter your webmail password the first time you send an email using regular webmail, Unlike with Secure Webmail.
  • If you have the problem in an open account by password in QuickBooks Desktop, note that webmail providers (Gmail, Yahoo, etc.) require users to check the account setting for two-step verification.
  • For Cox users: When sending emails The standard SMTP setting of Cox is not to use SSL or login information. QuickBooks requires login information and prefer SSL connections and therefore, using port 25 and no SSL connection with SMTP does not work with QuickBooks Desktop. Use SSL with these alternatives port 587 or 465.
  • For CableOne users: Use the following credentials since CableOne uses Google servers.
  1. Email Address: Your Email
  2. Email Provider: Gmail
  3. Port: 587 or 465
  4. SSL: Yes

Hope you’ve got your solution regarding QuickBooks Pro Email Set up. But if you still have some doubt then no need to worry. Please feel free to call our QuickBooks Support Phone number +1-855-441-4417 to find out a ProAdvisor that will help you resolve your issue.

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