What to Do When QuickBooks Outlook Not Responding? 

Is your QuickBooks Outlook not responding, or are you unable to select Outlook as your preferred email option when sending invoices via email?

Such issues often arise when the email preference is set incorrectly or when you’re using an outdated application. You may also encounter a warning message on your screen:

‘Error: QuickBooks is unable to send your email to Outlook.’

To help you email invoices, PDFs, and other documents, we’ve compiled this comprehensive guide with a detailed list of possible causes and steps to resolve them. Follow this guide to email your documents without interruption.

Why is QuickBooks unable to send your email to Outlook?

You may be unable to send emails from Outlook in QuickBooks for several reasons, which we’ll discuss below. Let’s explore each of these individually:

• Not having enough admin privileges 
• Incorrect email preferences in QuickBooks 
• Incorrect email preferences in Internet Explorer 
• Technical issues or conflicts with different MS or third-party ones
• Damages or corruption to the MAPI32.dll file 
• Incorrect or corrupted installation of QuickBooks 
• Possible issues with the WIN.INI file 

Read More – System Requirements for QuickBooks Desktop

Do This If QuickBooks Outlook Is Not Responding When Sending Invoices

In this section, we will explore different ways to help you resolve the root cause of why QuickBooks Outlook is not responding. This way, you can email your documents, invoices, and more without interruption.

1. Edit your admin privileges 

Make sure QuickBooks isn’t set to automatically run as an administrator.

• Exit QuickBooks Desktop. 
• Launch the Windows Start menu. 
• Type QuickBooks in the search bar. 
• Right-click on the QB icon and select Open file location.
• From the folder, right-click on QuickBooks.exe.
• Select Properties.

• Go to the Compatibility tab.
• Mark the checkbox for Run this program as Administrator. 
• Select Apply > OK. 

2. Edit your email preferences in QuickBooks

Set MS Outlook as your preferred email in QuickBooks:  

• Open QuickBooks. 
• Go to Edit > Preferences. 
• If you use Microsoft Outlook with Microsoft Exchange Server, first, sign in to Outlook.
• Hit Send Forms. 

• Go to My Preferences. 
• Choose Outlook as your email option. 
• Click OK. 

Try sending an email as a test from QuickBooks. If you see the error, toggle the preferences. 

• Go to Edit. 
• Choose Preferences.
• Hit Send Forms. 
• Move to the My Preferences tab.
• Select QuickBooks E-mail or Webmail.
• Click OK to toggle your preference off.
• Repeat the same steps. 
• Move back to the My Preferences tab.
• Choose Outlook > OK.
• Exit QB and all other open programs. 
• Restart your computer.

Learn More – QuickBooks Internet Connection Error Read Error

3. Check your Internet Explorer email preferences

QuickBooks uses Internet Explorer to run background services. To reset email preferences in the browser:

• Exit QuickBooks. 
• Launch Internet Explorer. 
• Go to the Tools menu. 
• Select Settings, then Internet Options. 
• Move to the Programs tab. 
• Hit Set Programs.
• Click on Set your default programs. 

• Now, choose your preferred email service.
• Select Apply > OK.
• Close Internet Explorer.

4. Uninstall and reinstall Office

A technical issue or a conflict between multiple versions can cause program damage or corruption. Let’s uninstall and reinstall MS Office by following these steps:

a. Uninstall Microsoft Office 

• Press the Windows logo key. 
• Type Control Panel in the search. 
• From the search results, select Control Panel to open it. 
• Go to Programs > Programs and features. 

• Choose the Microsoft 365 product and click Uninstall. 

Tip: If you have Microsoft 365 apps as part of the MS Suite, such as Office Home and Student or Microsoft 365, look for the suite name. For stand-alone apps, search for them by the app name, such as Project or Visio. In most cases, you might fail to remove an individual app if it’s included in your Microsoft 365 suite. The only way to remove the app is if you have installed it as a stand-alone app.

• Follow the prompts on your screen to finish the uninstall. 
• Proceed to the section below to reinstall Microsoft 365 

Also See – Change QuickBooks License Number or Product code

b. Reinstall Office 

• Visit m365.cloud.microsoft/apps.
• If you haven’t already signed in, click Sign in. 
• Sign in using the account you already have associated with this version of Microsoft 365. This can be a Microsoft account, a work account, or a school account. I forgot the account I use with Office
• Once done, follow the steps to make sure the type of account you signed in with. 

You signed in with a Microsoft account

• Select Install Apps from the Microsoft 365Apps page.

• Hit Install (or, depending on the version you use, click Install Apps).

You signed in with a work or school account

• Select Install Apps from the home page. (Or, select Apps from the left navigation pane, then click Install Apps.)

• Select Microsoft 365 apps to begin the installation.

Important: Installing the 64-bit version of Microsoft Outlook may help resolve the issue. If you are unsure whether your system supports both 32-bit and 64-bit versions of Outlook, check Microsoft’s website for confirmation.

5. Repair your MAPI32.dll

These steps can be a bit challenging. Follow the steps below only if you’re a confident user. Otherwise, contact an IT expert for assistance.

Let’s narrow down the issue by running the test: 

• Restart your computer.
• Launch Microsoft Word. 
• Create a new document.
• Go to the File menu. 
• Choose Send > Email as PDF Attachment.

Send a test email. If you’re unable to email from Microsoft Word, contact Microsoft Help and Support for assistance. There can be an issue with Microsoft Outlook or Office Suite.

If you can send an email from Microsoft QuickBooks, but not in QuickBooks, follow the steps below to repair your MAPI32.dll:

• Exit all the open programs.
• Launch the Windows Start menu. 
• In the search, type File Explorer. 
• Press Enter.
• Type C:\Windows\System32 into the search.

• Look for Fixmapi.exe and open it. 
• Follow the steps on your screen to run the repair. 
• When done, restart your computer. 

Open QuickBooks and send a test email or a transaction.  

Read Also – QuickBooks Crashing Error When Sending Emails

6. Install QuickBooks again

Reinstalling QuickBooks Desktop involves removing all the files and folders associated with QuickBooks and then performing a fresh installation of the software. This resolves all the problems associated with a program, which is why Outlook might not be working, or you may encounter other performance-related issues. 

7. Edit the WIN.INI file in Windows

A WIN.INI file is a Windows file that stores specific system settings, including email settings. 

Important: It is recommended to consult an IT professional to avoid deleting or editing the file incorrectly, which might cause problems on your system. 

• Open the Windows Start menu.
• Type Win.ini and right-click on the file. 

Select Copy full path.

Note: Make sure to save the backup copy in a different location.

• In the file, you will see several section headings. 
• Look for the one that says [Mail].
  • If there is no [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’re unable to edit the WIN.INI file due to Windows user access permissions, sign in as the Windows Administrator user and do it again.

• Hit Save, then close it. 
• Restart your QuickBooks.
• In QuickBooks, go to the Edit menu. 
• Select Preferences, and check the Send Forms preferences.
• Now, Outlook should work.

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

8. Run detect and repair in Outlook 

You may see the message ‘QuickBooks Outlook not responding’ if the application is damaged or conflicts with third-party software. Let’s run the detection and repair in Outlook:

• Right-click the Windows icon in the Taskbar. 
• Select Installed Apps from the pop-up menu. 

• Choose the Microsoft 365 or Office product that you need to repair. 
• Click the ellipses and select Modify.

Note: This will repair the entire Microsoft 365 suite, even if you are repairing a single application, such as Word or Excel. If you use a stand-alone app, search for the application and repair it.

• Perform the steps below depending on the Microsoft 365 or Office installation type (Click-to-run or MSI-based). You will see the following options to repair. 
  • Click-to-run
• To ensure the problem is fixed, select Online Repair > Repair in the “How would you like to repair your Microsoft 365 and Office programs” window. (A faster Quick Repair option is also available, but it only detects and replaces corrupted files.)   

• MSI-based
• Select Repair > Continue in the Change your installation window.
• Follow the instructions displayed on your screen to complete the repair. 

Conclusion 

Outlook is one of the email options in QuickBooks Desktop that allows you to choose it as a preferred email option. There are still instances where it may not work and an error may occur, such as ‘QuickBooks Outlook Not Responding.’

The information above will help you identify the root cause and resolve it, ensuring you can easily attach documents and share invoices with your clients.

For further assistance, it is recommended to connect with a QuickBookSupportNet ProAdvisor. Dial +1(866)500-0076 and talk to an expert now!

Frequently Asked Questions 

1. Why does my Outlook keep saying it’s not responding?

Outlook may not be responding due to many reasons, such as outdated software, too many add-ins, a large mailbox, or corrupted Outlook data files.

2. Why is QuickBooks Desktop not responding?

QuickBooks Desktop may not be responding due to software conflicts, corrupted installation files, an outdated QuickBooks version, insufficient system resources, or problems with your company file. 

3. How to fix the error QuickBooks is unable to send your email to Outlook?

To fix “QuickBooks is unable to send your email to Outlook,” try toggling your email preference in QuickBooks by going to Edit > Preferences > Send Forms > My Preferences, selecting and then re-selecting your preferred email program (like Outlook).

4. Does QuickBooks work with Outlook?

Yes, QuickBooks integrates with Outlook as an alternative email solution. When sending emails in QuickBooks, you can configure Outlook as your preferred email and share attachments through it.

5. What are the SMTP settings for Outlook Mail?

For Outlook.com accounts, the SMTP server is smtp-mail.outlook.com on port 587, using STARTTLS encryption and modern authentication. The username is your full email address, and your password is required.