Do This If QuickBooks Not Sending Emails Through Outlook

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Have you just updated your Windows and found yourself unable to email invoices and other documents in QuickBooks? If your answer is yes, this guide is exactly what you need to find out why this happens and how to fix the issue.

When attempting to send an email in QuickBooks using Outlook, you might encounter a warning message that reads, “QuickBooks is unable to send your email to Outlook.” Such scenarios often occur after updating Windows due to server authentication issues or incorrect email preferences set in QuickBooks or Outlook.

To resolve this, you should reinstall Microsoft Office and correctly configure your email preferences and QuickBooks Desktop settings. This blog discusses step-by-step instructions for fixing the problem and explains why QuickBooks is not sending emails through Outlook. Let’s get started!

Although the information in this blog is helpful for fixing the issues, you might get stuck or need a quick resolution. In such cases, connecting with a team of professionals can be beneficial. Dial 1855-546-5024 and connect with a QuickBooks ProAdvisor now!

Why is QuickBooks Unable to Send Emails to Outlook?

Incorrect email preferences or issues with your QuickBooks program can cause conflicts with Outlook, preventing you from sending emails. In addition to this, other reasons can trigger the same issues. Let’s discuss them one by one:

• Using an outdated version of QuickBooks
• Sending emails as a system administrator
• Incorrectly configured email preferences in QuickBooks
• Incorrect email preferences in Internet Explorer
• Issues with your QuickBooks program
• Damage or corruption to the Windows WIN.INI file
• The MAPI32.dll file might be corrupted or missing
• Incompatibility between your QuickBooks and the Outlook version
• Outlook is not set as the default email application
• Issues with email profiles in Windows
• Damage or corruption to Outlook files in Windows
• Connectivity or other unknown issues with Microsoft Office 365
• Damage to the Windows Registry

After discovering the factors preventing you from sending emails, you must be wondering about the appropriate fixes. Move to the section below and follow the step-by-step troubleshooting instructions.

Try These Fixes If QuickBooks Won’t Send Emails to Outlook

This section will cover the troubleshooting steps to help you configure email preferences and Internet Explorer settings and fix the issues mentioned above. Let’s conduct these fixes one by one.

1. Update QuickBooks Desktop

Using an outdated version of QuickBooks can hinder multiple operations. Follow the steps below to download the most recent QuickBooks updates:

• In QB, go to the Help menu.
• Select Update QuickBooks Desktop.
• Move to the Update Now tab in the window.

• Clear the previously downloaded updates by marking the Reset Updates checkbox.
• Now, click on Get Updates.
• Wait until the update downloads, then restart your computer.
• Grant the permission to install the updates by clicking Yes.

If you still cannot email your invoices, proceed to the next troubleshooting solution.

2. Edit your admin privileges

Before you email anything, ensure QuickBooks Desktop isn’t set to run as an administrator. Here’s how to do it:

• Exit the QuickBooks Desktop application.
• Click on the Windows icon in the Taskbar to open the Windows Start menu.
• Type QuickBooks in the search field.
• In the search results, look for QuickBooks and right-click on it. Then, select Open this location.
• Right-click the QuickBooks.exe file in the folder.
• Choose Properties.
• Then, move to the Compatibility tab.

• Unmark the Run this program as Administrator option. If this option is greyed out, click on Show Settings for All Users. Doing this will make the option available.
• Save the changes by clicking Apply and then OK.

If disabling automatic administrator rights for QuickBooks Desktop does not resolve the issue, try editing the email preferences in QuickBooks.

3. Edit your email preferences in QuickBooks

As discussed earlier, incorrect email preferences set in QuickBooks can interrupt the emailing process. Therefore, let’s configure these preferences by following the steps below:

• Go to the Edit menu and then choose Preferences. If you use Microsoft Exchange Server to run  Microsoft Outlook, open and sign in to Outlook before you move on.
• Select Send Forms from the left pane of your screen.
• Move to the Preferences tab.
• Choose Outlook as your email option, and then click OK.

• Now, go with the QuickBooks E-mail or Webmail option and hit OK. This way, you can toggle the email preferences.
• Repeat the above steps and go to the My Preferences tab.
• Then, select Outlook.
• Close QuickBooks and other applications open on your computer.

If your QuickBooks cannot send emails through Outlook, continue with the next troubleshooting solution.

4. Check your Internet Explorer email preferences

QuickBooks uses Internet Explorer to run the web services in the computer’s background. If the email preferences are incorrect there, you must reset them; here’s how to do it:

• Exit QuickBooks Desktop.
• Launch Internet Explorer.
• Go to the Tools menu and then choose Settings.
• Select Internet Options.
• Move to the Programs tab and select Set Programs.

• Click on Set your default programs and choose the email service you want to use.
• Select Apply and then click OK to save the changes.
• Now, close Internet Explorer.

Still cannot send emails to Outlook in QuickBooks? Try repairing the MAPI32.dll file to fix the issues.

5. Repair your MAPI32.dll

If MAPI.32 DLL file provided by Microsoft is corrupted or missing; you won’t be able to run the programs or applications you need. Therefore, let’s verify the integrity of this file and then repair it if required.

• Give a restart to your computer.
• Create a new document in Microsoft Word.
• Select File at the top menu bar and click Send.

• Then, choose Email as PDF Attachment.

Now, send a test email attaching your document. If you can’t email using Microsoft Word, you must connect with our team of QuickBooks experts, as there might be an issue with your Outlook or Office Suite.

If you can email from Microsoft Word but not in QuickBooks, repair the MAPI32.dll file by following these steps:

• Ensure all the programs are closed on your computer.
• Launch the Windows Start menu by pressing the Windows logo key.
• In the search field, type File Explorer and then press Enter.
• At the top search bar, type C:\Windows\System32.

• Now, look for the Fixmapi.exe file and then open it.
• Follow the instructions displayed on your screen.
• Once the repair finishes, restart your computer.

Conduct the troubleshooting solution mentioned below if you still can’t email invoices using QuickBooks.

6. Install QuickBooks again

Reinstalling the QuickBooks program will help you replace damaged and corrupt program files and fix installation issues. Let’s install the QuickBooks program again by following the steps below:

Before the reinstallation

• Get the installer of the same version as your QuickBooks.
• Keep the QuickBooks license number handy. The details are on the original package, or you can check the confirmation email if you purchased it online.

A. Uninstall or Remove QuickBooks

• Go to your computer’s Taskbar and click on the Windows icon.
• Search for Control Panel and choose the same from the search results.
• Click on Programs and Features and select Uninstall a Program.

• From the list of programs, choose the version of QuickBooks you use.
• Click on Uninstall/Change, Remove, and then hit Next.

(If you don’t see the option to remove the QuickBooks application, sign back into Windows as an admin).

B. Reinstall QuickBooks Desktop

• Keep your computer connected to an active and strong internet.
• Locate your QuickBooks file folder and find the QuickBooks.exe file.
• Double-click on the same file. Now, select either:
  • Express install: This option will install QuickBooks over the previous version and save all the previous preferences.
  • Custom and Network Options: This installs the QB version on a different location without affecting your previous installation. But it will not add any prior preferences.

• Choose Next and then hit Install.
• After this, launch QuickBooks and reattempt to send an email.

If reinstallation doesn’t help fix the issues you encounter when sending emails to Outlook, consider moving to the next solution.

7. Verify if QuickBooks supports Outlook

Let’s check out the Outlook information and ensure the version you use is compatible with QuickBooks:

Check the Outlook version or your Outlook’s ribbons.

• Open Microsoft Outlook.
• Go to the Help menu and select About Microsoft Office Outlook.
• Check and verify the version information and the build number to determine which Outlook version is installed on your computer.

Check and ensure your Outlook’s compatibility with your QuickBooks Desktop.

Important Note: QuickBooks Desktop versions earlier than 2024 have not been tested or support the Click-to-Run feature in Microsoft Office. Therefore, it is recommended that you contact our technical experts to learn how to get an offline installer for Click-to-Run.

Are you still facing the QuickBooks not sending emails through the Outlook issue? If so, proceed with the next troubleshooting solution.

8. Set the default email program

Set Outlook as the default email application for your email, contacts, and calendars in QuickBooks.

• Launch the Windows Start menu by pressing the Windows logo key.
• In the search field, type Default apps and press the Enter key.

• Choose Default apps from the search results.
• Select Email and check if Outlook is there. If it’s not listed there, left-click the email application icon currently set as a default and change it to Outlook.
• Then, choose Outlook.

If you have multiple Outlook profiles, set one of them as a default

• In Microsoft Outlook, go to the File menu.
• Select Account Settings and then click on Change Profile.
• It will close Outlook. Reopen it manually.
• When the Outlook will start, it will display the Choose Profile dialog:

• In the Profile Name dropdown, choose the profile you want to set as the default.
• Click on Options and then select the Set as default profile checkbox under the options.

Is QuickBooks Outlook not responding even after following these steps? If so, continue moving to the next solution.

9. Edit the mail profile in Windows

Follow the steps below to diagnose and fix errors in your Outlook mail profile that might be causing the issue in QuickBooks:

• Close the QuickBooks Desktop application.
• Press the Windows logo key on your keyboard to launch the Windows Start menu.
• Type Control Panel in the search field and then press Enter.

• Enter Mail in the search field.
• Choose Mail from the options and then go to Show Profiles.
• Mark the Always use this profile and click OK.

Now, launch QuickBooks and set up your Outlook to email.

A. Contact your internet or email provider to get the following info

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

B. Set up Outlook

• In QuickBooks, go to the Edit menu.
• Choose Send Forms and then click on Preferences.
• Select Outlook as your email application and then click OK.

Try repairing your Outlook manually if this solution doesn’t help you fix the issues.

10. Repair the Outlook application

If Microsoft Outlook isn’t working properly, restarting the application might help. If it doesn’t, you must repair the Outlook application, which will help fix the connectivity issues.

• Right-click the Windows icon at the lower left corner and select Installed apps in the pop-up menu.

• Choose Outlook from the options and click on the ellipses in the top right corner.
• Then, select Modify.

Note: Doing this will repair the entire Office suite, even if you want to repair just one application, such as Word or Excel. If you have a standalone app installed, search for that application by name.

• Depending on the installation type you choose for your Office (Click-to-run or MSI-based), you will see the following options to run a quick repair. Follow the steps based on the installation type:
  • Click-to-run: Select Online Repair in the How would you like to repair your Office Programs window?> Repair to make sure everything gets fixed. (There will be two options available; one will help you run a Quick Repair, but it only detects and then replaces corrupted files.)
  • MSI-based: Select Repair in the Change your installation window. Then, click Continue.

• Follow the instructions displayed on your screen to complete the repair.

If you find your Outlook crashing when sending invoice emails even after repairing it, consider reinstalling Office using the next solution.

11. Uninstall and reinstall Office

Reinstalling Office can resolve issues like corrupted files, software bugs, and compatibility problems. It ensures optimal performance, restores missing features, and provides the latest security patches and enhancements:

Reinstalling Office can resolve issues like corrupted files, software bugs, and compatibility problems. It ensures optimal performance, restores missing features, and provides the latest security patches and enhancements:

A. Uninstall QuickBooks

Check Solution 6 to learn how to uninstall QuickBooks Desktop.

B. Uninstall Office

• Launch the Windows Start menu.
• Type Control Panel in the search field and press Enter.

• Choose Program and Program and Features.
• Then, click on Uninstall a Program.
• Select the Microsoft 365 and hit Uninstall.
• To complete the uninstallation process, follow the instructions displayed on your screen.

C. Reinstall Office

• Visit www.office.com. If you are not signed in, click on Sign in.
• Be sure to sign in with the account already linked to Microsoft 365. This account can be your school, work, or Microsoft account as you signed in.
• Once done, match the account you are signed in to ensure it’s correct.
• If you signed with a Microsoft account:
  • Choose Install Apps from the Microsoft 365 home page.
  • Click Install.
• Click on Install Apps from the home page.
• To initiate the installation, select Microsoft 365 apps.

D. Reinstall QuickBooks

Visit Solution 6 above, where we have discussed the complete reinstallation process.

If you still encounter the QuickBooks Outlook not responding error, proceed with the following troubleshooting solution.

12. Edit the WIN.INI file in Windows

The WIN.INI file is a Windows file where some of your system settings, including those used for email, are saved. Any damages or corruption to the file might prevent you from emailing in QuickBooks. Let’s repair this file by following the steps below:

Important: You should consult an IT expert to avoid deleting or editing the file incorrectly, which can cause other problems on your system.

• Launch the Windows Start menu and then type Win.ini in the search field.
• Right-click on the same file and select Copy full path.

Note: Check to ensure your backup file isn’t saved at the same location.

• Go to the C:\Windows folder and open the Win.ini file.
• You will see multiple section headings in the file. Look for the one that says [Mail].
  • If you don’t find the [Mail] section, add it to the end of the file along with the text below.
  • If the [Mail] section is there, but the text below is not under that section, add it.
  • [MAIL]
  • MAPI=1
  • MAPIX=1

Note: If you cannot edit the WIN.INI file due to the lack of Windows user access permissions, sign in as the Windows Administrator user and retry editing the file.

• Click Save and then close the file.
• Reopen your QuickBooks Desktop.
• Go to the QuickBooks Edit menu and select Preferences.
• Now, check the Send Forms preferences. Doing this will make the Outlook option visible.

If this does not resolve the issue, edit the WIN.INI again, remove the added text, or replace the file with the copy saved earlier.

If you are still unable to email your invoices, consider moving to the next solution.

13. Resolve with Microsoft (Editing the Windows Registry)

It is strongly recommended that only a system administrator perform these steps. Incorrect execution could potentially cause severe damage to your computer. If the issue persists, it may indicate damage to the Outlook registry key. In such cases, seek assistance from IT professionals or Microsoft support to resolve the issue.

As the last, try again to send an email in QuickBooks through Outlook to check if the issues are fixed.

Summary

We discussed all the possible reasons why QuickBooks not sending emails through Outlook and the steps to resolve the issue. Although these fixes usually work, you might still encounter problems or need a quick solution. In such cases, contact QuickBooks professionals for quick assistance. Dial 1855-546-5024 and connect with a ProAdvisor now!

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