QuickBooks 2011 updates the options available for sending forms via Email. In the past, the only options available for emailing Estimates, Invoices, and other forms etc. were to use “Outlook” or “QuickBooks Email.”
With QuickBooks 2011 new options are available to send Emails via an account with Gmail, Yahoo, Hotmail or most other servers that can be configured for outgoing mail.
You can still use Outlook or QuickBooks Email, but to designate your own web-mail, simply go to PREFERENCES and click on “Send Forms”. Provide your Email ID and the Provider Name from the drop down menu or select “Other”. If QuickBooks does not automatically fill in the correct Server Name and/or Port, then using the instructions from your email provider enter the Server Name (usually something like smtp@serverdomain.com) and the outgoing mail port. If your Email server allows POP3 mail, this information will usually be found in the POP3 setup instructions.
Although you still cannot add additional attachments, this new email feature works great and should solve the problems many people were having sending emails, especially if you handle a number of companies on your computer. Using the above procedures, each company’s forms can now be emailed from their unique email address instead of using your mail server and will avoid the complications in setting up multiple POP3 accounts in Qutlook. In addition, copies of the emailed forms should be automatically saved in your email providers “Sent Folder” – assuming you have set it up to save all sent emails.