Common Errors in Sending Email from QuickBooks

Benefits of Sending Email from QuickBooks

While configuring your email may not be the newest feature from Intuit’s QuickBooks, it is definitely one of the most helpful ones. Connecting your email address to your QuickBooks account is highly beneficial, as it allows you to send invoices, as well as send and receive reports without having to leave the software.

With this being an integral feature for your business, it’s important that no mistakes are made when you are setting it up. In this blog, we’ll explain how to connect both Outlook and Gmail within QuickBooks, as well as common errors you may experience and solutions for them.

How to Connect Outlook in QuickBooks

To connect your Outlook email to QuickBooks, you will need to contact your Internet Service Provider (ISP) for the following information:

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

From there, select the edit menu, followed by preferences. When the dialog box opens, look for the send forms option. When adding your email, be sure to select the Outlook option. If the Outlook option is missing, it may be because of one of the following reasons:

  • You’re using an older click to run version of Microsoft Office
  • Your profile is not set up in Outlook
  • Outlook is not the default email program
  • Your QuickBooks is hosted on the Cloud and your service provider does not have Office installed as a hosted application

The solution to fix this issue depends on what is causing it. Use Intuit’s detailed instructions on how to add the Outlook option here.

How to Connect Gmail in QuickBooks

To connect your Gmail account, it is preferred that you connect with Secure Webmail. This provides you an easier and safer connection to your email provider. With regular Webmail, you will be required to enter your password every time you send an email. Secure Webmail links your Intuit account to your webmail account, so you will only need to enter your password once. You can only connect to Secure Mail if you have a more recent version of QuickBooks installed.

How to Set Up Secure Webmail

  1. Go to the QuickBooks edit menu
  2. Select preferences, then send forms
  3. Select web mail, then add
  4. Choose your provider from the drop down before entering your email address
  5. Check the use enhanced security option, then select ok
  6. Sign in to your Intuit account (note: the username/email address used here may not be the same one you are trying to connect to QuickBooks)
  7. When your webmail provider’s login page displays, sign in and grant Intuit access

How to Set Up Regular Webmail

To set up Webmail, you will need to know your webmail servers and port settings, which are determined by your ISP. While QuickBooks can automatically fill out this information for common providers (like Gmail), you can find out the port and server information on Intuit’s website. Once you have this information, complete the following steps:

  1. Go to the QuickBooks edit menu
  2. Select preferences, then send forms
  3. Select web mail, then add
  4. Fill out the add email information requested, then choose ok and save

Common QuickBooks Email Error and Solutions

If you’ve been sending emails through QuickBooks for some time now, there’s a good chance you may have received the following message:

QuickBooks is unable to send your email to Outlook. Close any open Outlook windows and try again.

To fix this issue, you must first figure out what is causing you to receive this error message. It may be occurring for one of the following reasons:

  • You have the incorrect email setting
  • You have a damaged MAPI32.dll file
  • You are running QuickBooks as an administrator
  • QuickBooks was damaged during installation
  • Outlook was damaged during installation
  • You have Outlook open in the background when sending email through QuickBooks

Once you know what is causing the issue, you can use one of the solutions below to fix it and continue sending emails through QuickBooks.

  • Solution 1: Ensure that QuickBooks is not running as an administrator. To do this: go to the properties menu, followed by the compatibility From there, you can deselect the option that says run this program as administrator. If this option is grayed out, first select the show settings for all users. Once you click ok, go ahead and restart QuickBooks.
  • Solution 2: Ensure that your email preference is set correctly in QuickBooks. Please follow the steps above to ensure your email is properly set up.
  • Solution 3: Ensure your email preference is set correctly in Internet Explorer. To do this, first open up Internet Explorer and click on tools, then Internet options. From there, select the programs tab to make sure the correct email program is selected as the default option. For example, if you are trying to use Outlook, make sure that you have Outlook selected. From there, close Internet Explorer and open QuickBooks to see if the issue is resolved.
  • Solution 4: Test and repair your MAPI32.dll. This solution is highly technical in nature and should only be performed by an IT professional to ensure nothing goes wrong.
  • Solution 5: Reinstall QuickBooks or Repair Outlook. To reinstall QuickBooks, see Intuit’s article on how to do so using a clean install. Repairing Outlook is another highly technical procedure and is best performed by an IT professional.

Now that you know how to connect your email address and how to address common errors in sending emails from QuickBooks, you can properly set it up on your QuickBooks account.