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QuickBooks Unable to Send your Email to Outlook

QuickBooks Unable To Send Your Email To Outlook

The QuickBooks software has proven to be a remarkable tool for small and medium-sized businesses, streamlining their accounting operations effectively. However, its diverse functionalities can occasionally lead to challenging technical issues. These complications can manifest as error codes or, in more severe cases, cause QuickBooks to halt suddenly, disrupting ongoing operations. Recently, users have encountered an issue when attempting to send emails through QuickBooks, receiving an error message that reads, “QuickBooks unable to send your email to Outlook.”

Well, the most annoying thing that can happen to anyone in this advanced world is the inability to send emails which is an integral part of communication these days. With QuickBooks, the error message that you can encounter is “QuickBooks is unable to send your email to Outlook. Close any open Outlook windows and try again.

This error is a common issue faced by the users of QuickBooks. There have been many controversies about the causes of it and finally a few that have been shortlisted are the following-

QuickBooks Desktop Compatibility with Microsoft Outlook:

If you’re wondering which version of Microsoft Outlook works smoothly with your QuickBooks Desktop then here’s an effective table for you:

QuickBooks Desktop VersionCompatible Microsoft Outlook Version
QuickBooks Desktop 2018Outlook 2013, 2016
QuickBooks Desktop 2019Outlook 2013, 2016
QuickBooks Desktop 2020Outlook 2016, 2019
QuickBooks Desktop 2021Outlook 2016, 2019
QuickBooks Desktop 2022Outlook 2019, 2021
QuickBooks Desktop 2023Outlook 2019, 2021
QuickBooks Desktop 2024Outlook 2016, 2019, 2021 with Microsoft 365

This table makes it easy to see which Microsoft Outlook version is compatible with your specific QuickBooks Desktop version and ensures a smooth and seamless integration between the two.

Causes Behind The QuickBooks Unable to Send your Email to Outlook Error

  • There is a great possibility that your preferences email have been set incorrectly
  • The file dll might be damaged or corrupted
  • The software QuickBooks might be running as an administrator
  • Wrongly gone installation of QuickBooks
  • There might also be the possibility that Outlook has been installed incorrectly
  • Another possible reason can be that Outlook is playing in the background while you are trying to send email from QuickBooks

Read also: troubleshoot not responding error in Mac when sending mail.

Solution to Fix: Unable to Send Emails From QuickBooks

Solution 1: Run as Administrator from Properties of QuickBooks

To configure QuickBooks Desktop for optimal settings, follow these steps:

  • Begin by right-clicking on the QuickBooks Desktop icon.
  • From the context menu that appears, select “Properties.”
  • In the Properties window, navigate to the “Compatibility” tab.
  • Ensure you’ve chosen to run the software as an administrator.
  • Additionally, click on the option to display settings for all users.
  • Once you’ve made these selections, click “Apply.”
  • To complete the process, click “OK.”

Solution 2: Set Email Preference Correctly

To resolve the error, modify your email preferences by following these steps:

  • Open QuickBooks.
  • Navigate to the “Preferences” option in the “Edit” menu.
  • In case you use Microsoft Exchange Server with M.S. Outlook, ensure you’re logged in.
  • Select “Send Forms” from the menu.
  • Then, go to the “My Preferences” tab.
  • Choose “Outlook” as your default email program.
  • Click “OK.”
  • Send a test email. If the error persists, proceed with the following steps:
  • Click on the “Edit” menu and select “Preferences.”
  • Choose “Send Forms.”
  • Click on the “My Preferences” tab.
  • Select “QuickBooks Email” or “Webmail” and click “OK” to deactivate your preference.
  • Return to the “My Preferences” tab and select “Outlook.”
  • Click “OK.”
  • Close all background programs currently running.
  • Restart QuickBooks and attempt to send a test email again.

In case the error continues, follow the following troubleshooting method.

Read also: fix gmail related problem in QuickBooks.

Solution 3: correct preference in Internet Explorer

Here are the steps for changing email preferences in QuickBooks:

  • Start by closing the QuickBooks program.
  • Open Internet Explorer (I.E.).
  • Go to the Tools menu and select Settings in Internet Explorer.
  • Click on Internet Settings.
  • Navigate to the Programs tab and click the “Set Programs” option.
  • Next, choose “Set your default program.”
  • Select your preferred email provider.
  • Click “Apply” and then hit “OK.”
  • Close Internet Explorer.
  • Reopen QuickBooks.
  • To confirm that the issue of QuickBooks not sending emails to Outlook is resolved, send a test email via QuickBooks.

Also Find : QuickBooks Crashes When Emailing Invoices

Solution 4: Test and Repair MAP132.dll.

An error in the MAPI32.dll file can trigger the QuickBooks email error. To resolve this issue, follow these steps:

1. Begin by troubleshooting the problem:

  • Restart your computer.
  • Open Microsoft Word and create a new document.
  • Go to the File menu and select “Send.”
  • Click on “Email as PDF Attachment.”

2. Follow these actions to repair the DLL file:

  • Close all running programs, including QuickBooks.
  • Click on the Windows Start button.
  • Open File Explorer by typing “File Explorer” in the search box.
  • Navigate to the C Drive and locate the System32 folder.
  • Search for the “Fixmapi.exe” file within the System32 folder.
  • Follow the on-screen instructions to perform the repair.

3. Finally, restart your computer once the repair process is complete.

You can try repairing MAP132.dll by closing all open programs. You can now click on the Windows Start Button and select Computer. Now you need to go to C drive>Windows>System 32. Now you should double-click Fixmapi.exe and follow the instructions that appear. Try running the Fixmapi.exe and once the running of the extension is completed; you need to reboot the computer.

Solution 5: Perform a clean install of QuickBooks

After all the solutions have been tried, another step that can be tried is to perform a clean install of QuickBooks.

The methods that must be followed are:

  • Open the Control Panel by clicking on the Start menu.
  • Navigate to “Programs and Features.”
  • Locate “QuickBooks” and click on it.
  • Select the “Uninstall/Change” button.
  • Wait for the uninstallation process to complete.
  • After uninstallation, rename the QuickBooks folder.
  • Reinstall QuickBooks.
  • When activating QuickBooks, have your original product keys ready.
  • After reinstalling, attempt to send a test email via QuickBooks to verify if the error has been resolved.

Solution 6: Adjust Firewall and Antivirus Settings

Sometimes, the firewall or antivirus settings might disrupt the communication between QuickBooks and Outlook. If you’re having trouble sending emails from QuickBooks via Outlook then consider temporarily adjusting or disabling your firewall and antivirus settings. Follow these steps: 

Disable Firewall Temporarily:

  1. Click the ‘Start’ button and type ‘Firewall’ in the search box.
  2. Select ‘Windows Defender Firewall.’
  3. On the left side click ‘Turn Windows Defender Firewall on or off.’
  4. Check the boxes for ‘Turn off Windows Defender Firewall (not recommended)’ under both ‘Private network settings’ and ‘Public network settings.’
  5. Click ‘OK’ to save changes. Remember to re-enable the firewall after completing the QuickBooks task.

Disable Antivirus Temporarily:

  1. Find the antivirus icon in your system tray (in the bottom-right corner). 
  2. Right-click on the antivirus icon.
  3. Look for an option to disable the antivirus (e.g., ‘Temporarily disable protection’, ‘Disable Antivirus Shield’).
  4. Click on this option. Choose a suitable time frame and remember to re-enable it after finishing your QuickBooks task.

After disabling both firewall and antivirus, try sending the email from QuickBooks again. If it is successful then it indicates the issue was due to firewall or antivirus software blocking communication between QuickBooks and Outlook. Re-enable both once you’re done.

Solution 7: Utilize Microsoft Support and Recovery Assistant (SARA)

  • System Requirements for SARA Download:
    • Windows 11/10/8/8.1/7 is the compatible Operating System. 
    • Minimum .NET Framework 4.5 installation required
    • Supported MS Office Versions: 365/2019/2016/2013/2010
  • Downloading and Installing SARA:
    • Visit the official Microsoft Download Center or the Microsoft Support and Recovery Assistant download page using your browser.
    • Click the red download button to save the SARA package to your computer.
    • Alternatively, visit the Microsoft Support and Recovery Assistant official website and click the download button under the “Installing Microsoft Support and Recovery Assistant” section.
    • If downloaded from the first link then unzip the SARA file and install it by running the SaraSetup application. If you’re using the second link then run the SaraSetup.exe file to install. Follow on-screen instructions for installation. 
  • Using Microsoft SARA:
    • Launch the Microsoft Support and Recovery Assistant tool on your system.
    • Choose Outlook from the displayed apps and click Next.
    • Select the specific problem you are experiencing with Outlook and click Next.
    • The SARA tool will diagnose and identify potential issues in Outlook. If no problems are found then you will receive feedback accordingly.
    • In the feedback window click on ‘Submit’, then access the log files in the AppData -> Local folder of your user account. 

By following these steps you can effectively use the Microsoft Support and Recovery Assistant to diagnose and address issues with Outlook on your Windows 10/11 computer.

Solution 8: Launch Outlook in Safe Mode

If Outlook becomes unresponsive with a “Processing” screen then resolve the issue by closing and restarting Outlook in safe mode:

  • Close the Outlook application.
  • Launch Outlook in safe mode using these options:
    • In Windows 10 click the Windows icon and type “Outlook.exe/safe,” and press Enter.
    • Use similar steps for other Windows versions to launch Outlook in safe mode.
  • Close Outlook and try again to open it with QuickBooks

Solution 9: Managing Add-ins in Microsoft 365 for QuickBooks Outlook

Enhance your Microsoft 365 applications with add-ons. These offer custom commands and additional features for improved productivity. However, it’s crucial to handle add-on security settings carefully due to potential security risks. Follow these steps for Microsoft 365 applications on Windows: 

Reviewing Installed Add-ons:

  • Navigate to File > Options > Add-Ins to access the list of installed add-ins.
  • Navigate over each add-in for detailed insights. Information includes the add-in’s name, publisher, compatibility, storage location on your device, and a brief overview of its functions.

You can optimize the performance and security of your Microsoft 365 applications by carefully managing your add-ins. They ensure a seamless integration with QuickBooks Outlook.

Solution 10: Repair Outlook Data Files

Microsoft Office installs an Inbox Repair Tool (SCANPST.EXE) on your computer which can address issues in Outlook data files (PST and OST). 

Follow these steps: 

  1. Close Outlook and navigate to the location of the repair tool:
    • Outlook 2019/2016: C:\Program Files (x86)\Microsoft Office\root\Office16
    • Outlook 2013: C:\Program Files (x86)\Microsoft Office\Office15
    • Outlook 2010: C:\Program Files (x86)\Microsoft Office\Office14
    • Outlook 2007: C:\Program Files (x86)\Microsoft Office\Office12
  2. Open SCANPST.EXE.
  3. Navigate and select the .pst file for scanning.
  4. Click “Start” to begin the scan.
  5. If issues are found then click “Repair” to fix errors.
  6. After the repair is finished, start Outlook with the profile linked to the repaired data file. 

These steps help ensure Outlook functions smoothly by addressing any potential errors in the data files.

Solution 11: Reinstall QuickBooks

If you don’t have the install files for QuickBooks, you can download your copy of the software. Before uninstalling, be sure to write down your license and product code. You’ll find this in QuickBooks by pressing F2. If you’ve already removed QuickBooks, you can find it using an alternative method:

  • Begin by launching the downloaded QuickBooks.exe file.
  • Follow the onscreen prompts to install QuickBooks Desktop on your computer.
  • Agree to the software’s license agreement and proceed by selecting the “Next” option.
  • Input the Product and License numbers provided to you by Intuit via email, and then click “Next.”
  • 5. Opt for the “Express Start” option and continue by clicking “Next.”
  • 6. Execute the installation process by clicking the “Install” button.
  • 7. Upon completion of the installation, open QuickBooks to access and run the software on your system.

Solution 12: Repair or Reinstall Microsoft Office

  • Repair Office
    Open the start menu and select Windows Key + X or right-click the Windows logo at the bottom left of your screen. You should see Apps and Programs. Look for Microsoft Office and click Change. Next, you’ll want to choose Repair (at the top) to initiate the repair process.
  • Reinstall Office
    Press Windows Key + X or right-click the Windows logo at the bottom left of your taskbar. Select Apps and Programs. Find Microsoft Office and click Uninstall at the top. If you purchased your office software through Office 365, visit the Microsoft Office Portal to install it.

Fix Email Issues on the Mac:

Solution 1: Reset Your Outlook Account

If you’re experiencing continuous issues with your Mac and Outlook connectivity then try resetting your account.

Follow these steps: 

  1. Open the Outlook application and navigate to “Tools,” then select “Accounts.”
  2. Access account settings and choose the account you want to remove.
  3. Click “Delete” and confirm the removal of the account.
  4. Launch Outlook again and re-add the account details to reset it.

Solution 2: Boot Mac in Safe Mode

In case a network or security component is causing Outlook issues boot your Mac in safe mode:

  1. Shut down all active applications and restart your system. 
  2. Press and hold the Shift key until your Mac starts in safe mode.
  3. Log in and open Outlook in safe mode. 

Solution 3: Run Outlook Diagnostics

Outlook data is stored independently on a Mac. Conflicts can arise with numerous records.

To address this: 

  1. Close Outlook and go to Finder.
  2. Navigate to ~/Documents/Microsoft User Data/Office 2011 Identities/Main Identity/Data Records/Messages.
  3. Review and remove the unnecessary content.
  4. Launch Outlook again and check for improvements.

By following these steps you can troubleshoot and resolve email issues on your Mac with Outlook.

Conclusion:

In conclusion, resolving QuickBooks’ inability to send emails to Outlook involves adjusting email preferences, checking compatibility settings, and troubleshooting errors like freezing or unresponsiveness. Changing default programs and utilizing tools like the Clean Install Tool can address these issues. If the issue continues then the users must feel free to reach out to our experts for personalized assistance and ensure a smooth and efficient resolution to their QuickBooks email concerns.

For help contact QuickBooks Error support phone number .


FAQ


  1. How can I send an email from QB to Outlook?

    QuickBooks is one of the most convenient ways to send transactions over Outlook or webmail. Once you set up the function then you get access to send invoices and reports. To set up Outlook with QuickBooks, first connect the internet connections to view the details about the user ID, password, incoming email server type, and incoming email server address. Then open the QuickBooks Edit menu. Lastly, you have to choose Preferences and send forms. From the available preferences, choose Outlook then ok.

  2. How can I repair the email-sending issues in Outlook?

    Firstly, you have to check the Junk Email folder and then clean out the Inbox. Then, again you have to check and verify the inbox filter to sort all setting issues. Go to the other tab and ensure about the blocked senders and the list of safe senders. Open email rules and perform all while forwarding. If you still can’t figure out this issue then check your account might be blocked.

  3. Why am I unable to send emails via Outlook?

    Usually, it appears due to improper internet connectivity between Outlook and the mail server. If it takes a longer time then it will automatically save in the outbox. But the outbox is not connected to the mail server. Then, you need to check the provided email address and be sure the server settings are up to date.

  4. Why is my QuickBooks Outlook not responding?

    It is proven that QuickBooks 2019 and Newer versions are only compatible with Office 365, so you should try to use Outlook from your Office 365 account.

  5. How do I fix QuickBooks Outlook email not working?

    To fix the problem of MS Office not working with QuickBooks, there are dozens of solutions you can find over the internet. Some of the most useful techniques are:

    1. Run QuickBooks As an administrator.
    2. Check the Email Preferences settings for QuickBooks and Internet Explorer.
    3. Repair the damaged MAPI32.dll File.

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