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Change preferences for sending forms

You can send forms (invoices, sales receipts, and so on) directly from QuickBooks. Use these preferences to tell QuickBooks how to set up and use your email program.

How do I open preferences for sending forms?

  1. Choose Edit > Preferences.

  2. In the list at the left of the Preferences window, click the Send Forms icon.

Auto-check the "To be emailed" checkbox

When you set up a customer, you can tell QuickBooks that the customer prefers receiving forms by email. If you want QuickBooks to automatically mark all forms (invoices, sales receipts and so on) to be emailed to those customers, select the Auto-check the "To be emailed" checkbox.

Send email using

Use these preferences to tell QuickBooks which email program to use. If you have Outlook, Outlook Express, or Thunderbird installed as your default email program, QuickBooks automatically uses it when sending email. You can also set up web mail services such as Yahoo! Mail, Gmail, or Hotmail to work with QuickBooks. In some cases, you can use QuickBooks E-mail too.

Note: Later, if QuickBooks asks for your password when sending an email or form, enter the password for your email, not your password for QuickBooks. If QuickBooks won't accept your password, be sure you're entering the correct password for the selected email account. If you're still having trouble, please ask your email provider for help.

Web Mail

To use a web mail service:

  1. In the Send email using section, select Web Mail.

  2. Click the Add button. QuickBooks opens the Add Email Info window.

  3. Enter your email information

  4. Click OK.

Outlook

To use Outlook, select Outlook.

Be sure that your email program is set up properly and your profile is correctly configured. Refer to Outlook's help for details.

  • Typically, you configure profile settings through the Windows Control Panel. If you consult Outlook's help for assistance, search for the term "profile" to view the most relevant topics.

QuickBooks E-mail

To use QuickBooks E-mail, select QuickBooks E-mail.

Note: QuickBooks E-mail is available only to certain QuickBooks users.

QuickBooks E-mail is only available to users who subscribe to 1 or more of these services:

  • QuickBooks Payroll

  • Intuit Merchant Services

  • Accountant's Copy File Transfer

  • QuickBooks Enterprise Full Service Plan

  • QuickBooks Billing Solutions

  • QuickBooks Pro Plus and Premier Plus

Company Preferences tab

These preferences change the default cover note for the forms you send to customers. You can have a different cover note for each type of form that you send.

Bcc email addresses

If you typically send copies of all your emailed forms to 1 or more people, you can enter their email addresses in the Bcc field. These email addresses are invisible to other recipients. The addresses of recipients entered here will prefill the forms you email from QuickBooks. Use commas (,) or semi-colons (;) to separate multiple addresses. You can edit or remove entries in the Bcc field when you send a form via email.

Change the default note

You can change the default note for the forms you send by email.

  1. Choose whether you want the new note to be the default for invoices, estimates, statements, sales orders, sales receipts, credit memos, purchase orders, reports, or paystubs.

  2. Click the drop-down arrows to change the salutation ("Dear," or "To") and the format (, and so on) of the customer's name.

    Here are examples of how the salutation and name format options work together:

    Dear Kristy Abercrombie
    To Kristy Abercrombie
    Dear Ms. Abercrombie
    To Ms. Abercrombie
    Dear Kristy
    To Kristy

  3. Edit the default message as needed.

    To edit the message, click anywhere in the text and enter your changes.

  4. Click OK.

See also

KB ID# H_EMAIL_CHANGE_PREF_FOR_SEND_FORMS
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