Supported email programs
QuickBooks supports Outlook, Outlook Express, and Thunderbird, as well as web mail services such as Yahoo! Mail, Gmail, and Hotmail. In some cases, you can also use QuickBooks email.
Switching email programs
If you switch email programs, be sure the one you are switching to is supported by QuickBooks. You will need to close and restart QuickBooks for the switch to take effect.
If you prefer not to use your own email program, you can switch to web mail or, in some cases, QuickBooks Email.
Profile is missing
Your email program must be properly set up before you can use it. If you did not create a profile in your email program, you'll see a message telling you that you need to create one before you can send your email from QuickBooks. For information on how to create a profile, refer to your email program's help.
Typically, you configure profile settings through the Windows Control Panel, although your email program may be able to do this as well. If you consult your email program's help for assistance, search for the term "profile" to view the most relevant topics.
Profile needs to be set
If you have more than one profile created in your email program but have not selected one, you'll be prompted to do so each time you try to send an email from QuickBooks. To avoid this, open your email program and set the profile you want to use. For information on how to set a profile, refer to your email program's help.
If your email program requires a password, you're prompted to enter it when sending email from QuickBooks. To avoid this prompt, leave your email program open as you continue working in QuickBooks. You can also set your email program to save your password. For details on saving your password, refer to your email program's help.
Warning messages in Outlook Express
No send button
If your email program opens and the Send button is grayed out or does not appear, your email program may not contain a profile. For information on how to create a profile, refer to your email program's help.
Emails saved to inbox
Emails sent from QuickBooks are commonly stored in your email program's Outbox. However, if you save an email in your email program and it gets saved to your Inbox, simply move the email to your Drafts folder until you are ready to send it.
Sending forms is slow
Emailing forms is a two-step process. First QuickBooks saves your form as a PDF file. When this step is complete, QuickBooks sends the file as an email attachment, along with a cover note, using your existing Internet connection. When you send forms via the invoice mailing service, QuickBooks also creates PDF files.
The time it takes for QuickBooks to convert the form to PDF and send it depends on a number of factors:
Size of the form. Larger forms take longer to convert to PDF and send. An average size form, created using an Intuit standard template, is between 10 and 25K when converted to PDF. If you customize your forms to include additional colors, formatting, or graphics (or use a predesigned form from the template gallery) this increases the file size and, as a result, the time it takes to convert and send the form.
You can find out how large your emailed forms are by sending a form to yourself. Keep in mind that your customers may not want to receive large email attachments. Does it matter which email program my customers have?
Computer speed. Your computer's processor speed affects how quickly QuickBooks can convert your forms to PDF.
Internet connection speed. Your Internet connection speed affects how quickly QuickBooks can email your forms.
Form is too large
If your forms are very large, QuickBooks may be unable to send them. Try decreasing the size of your forms by
using a standard Intuit template or removing or replacing any large images.
Can't send forms or reports
If you're unable to email forms and you received an error message, first try sending your forms again later. This may solve the problem (learn more).
QuickBooks can't create PDF files