How to Fix ‘QuickBooks Couldn’t Connect to the Email Server’ Error?

The ‘QuickBooks Couldn’t Connect to the Email Server’ Error message appears when QuickBooks Desktop (QBDT) tries to send emails but fails to reach the email server. This error occurs due to weak internet, wrong email settings, incorrect login details, outdated QuickBooks versions, misconfigured Internet Explorer settings, or insufficient administrative rights on your computer.

Before you start fixing this error, make sure you have accurate email credentials, the latest QuickBooks update, administrative access, and a stable internet connection. Here are the top 8 solutions to fix ‘QuickBooks Couldn’t Connect to the Email Server’ Error, quickly and effectively. 

Solution 1: Update QuickBooks

Updating QuickBooks Desktop removes bugs, enhances compatibility with email servers, and resolves many issues. Here are the steps to update QBDT:

1. Open QuickBooks.
2. Click on Help menu.
3. Choose Update QuickBooks Desktop.
4. Hit the Get Updates button.
5. Lastly, follow the instructions displayed.

Solution 2: Adjust Your Webmail Preferences in QuickBooks

Users will have to set up Simple Mail Transfer Protocol (SMTP) in order to ensure that there are no connection issues between QBDT and the email server. Follow these steps:

1. Open QuickBooks.
2. Click on the Edit menu.
3. Choose Preferences > Send Forms.
4. Click on My Preferences
5. Choose the email account 
6. Hit the Edit button.
7. In the window that opens, go to the SMTP Server field and edit the server name if needed.
8. Make sure the Port matches your email provider’s specifications.

Solution 3: Reset Internet Explorer Settings to Default

Resetting Internet Explorer fixes security or network conflicts affecting QuickBooks’ email server connection. Follow these steps to fix ‘QuickBooks Couldn’t Connect to the Email Server’ Error by resetting Internet Explorer.

1. Open Internet Explorer.
2. Click the Tools icon or gear icon.
3. Choose Internet Options.
4. Switch to the Advanced tab.
5. Click Restore Advanced Settings.
6. Click on OK.
7. Now, close your browser.
8. Lastly, restart your system.

Solution 4: Make Sure the Antivirus or Firewall Isn’t Blocking QuickBooks

Security software might block QuickBooks’ access to email servers. Check out these steps:

1. Go to Control Panel > System and Security > Windows Defender Firewall.
2. Click on the Allow an app/feature through Windows Defender Firewall option.
3. Look for QuickBooks and make sure it’s checked for both private and public networks.
4. In case it isn’t, click Change settings and check the boxes, then save.

Solution 5: Rename Network Data (.ND) Files

Corrupted .ND files disrupt QuickBooks’ network access. Renaming them rebuilds fresh connection files. Here are the steps to rename .NDs file and fix this error:

1. Close QuickBooks completely.
2. Go to the folder where you have saved the downloaded file.
3. Find the file with the .ND extension.
4. Right-click the file, press F2, and rename it by adding .OLD to the filename.
5. Hit Enter and confirm if prompted.

Solution 6: Reconfigure QuickBooks Database Server Manager (QBDBSM)

Improper database manager setup can hinder QuickBooks email communication. Scanning folders helps resolve it. Follow these steps reconfigure QBDBSM:

1. Click the Windows Start button. 
2. Search for QuickBooks Database Server Manager.
3. Open the folder and delete it.
4. In case you find any folder related to company file, select and delete it.
5. Re-add your company file folder to the Database Server Manager.
6. Scan the folder. 
7. In case you find any, note it down.

Solution 7: Give Administrator Rights to Your Windows User

Without admin rights, QuickBooks cannot perform critical tasks like email communication. Assign full rights. Here are the steps to fix ‘QuickBooks Couldn’t Connect to the Email Server’ Error by providing admin rights and:

1. Click Start > Settings > Accounts.
2. Go to Family & Other Users, then click Add someone else.
3. Choose Add user without a Microsoft account.
4. Enter a name and password, then click Finish.
5. Select the new account. 
6. Select Account Type.
7. Click on Administrator.
8. Click OK, restart your PC, and log in with the new admin account.

Solution 8: Use QuickBooks Tool Hub

Tool Hub automatically diagnoses and fixes email server errors. It’s effective for network-related problems. Check out these steps:

1. Close QuickBooks.
2. Download the QuickBooks Tool Hub. 

Note: Save this downloaded file on the desktop.

3. Open the downloaded file (QuickBooksToolHub.exe). 
4. Follow the installation instructions.
5. Once installed, double-click the Tool Hub icon.
6. Go to the Network Issues tab.
7. Let the tool run for a few minutes.
8. Restart your computer and test if the email function works in QuickBooks.

What are the Prerequisites to Fix ‘QuickBooks Could Not Connect to Email Server’ Error?

Mentioned below are the requirements to be fulfilled before fixing ‘QuickBook Could Not Connect to Email Server’ Error:

• Make sure Internet Explorer is functioning and updated.
• Disable third-party add-ons in your browser that may interfere.
• Confirm no background processes are using excessive network bandwidth.
• Verify that firewall permissions are granted to QuickBooks components.
• Ensure QuickBooks Database Server Manager is correctly installed.

How to Identify ‘QuickBooks Could Not Connect to Email Server’ Error?

Here are a few signs that you will encounter the error:

• Email sending fails, and the error message “QuickBooks Could Not Connect to Email Server” is displayed.
• QuickBooks freezes when attempting to send an email.
• Repeated login credential prompts appear unexpectedly.
• Email-related functions take longer than usual to respond to.
• SMTP server or port-related errors display during test email sends.
• Sending forms like invoices or estimates results in failure alerts.
• No email activity shows in your outbox despite attempts.
• The system log shows denied access or timeout warnings.

How to Prevent ‘QuickBooks Could Not Connect to Email Server’ Error?

Follow these tips to avoid facing this error:

• Set up auto-updates for QuickBooks to avoid outdated versions.
• Regularly clear the browser and DNS cache to prevent conflicts.
• Avoid using VPNs or proxy networks that affect connectivity.
• Whitelist QuickBooks in your security and firewall applications.
• Maintain stable, high-speed internet without frequent dropouts.
• Use recommended browsers like Internet Explorer for compatibility.

When Should You Seek Professional Help for ‘QuickBooks Could Not Connect to Email Server’ Error?

In case you’ve tried basic fixes and the error still appears, or if you’re uncomfortable with system settings, it’s time to seek help. Also, consider professional support if your business operations are interrupted, you can’t send invoices, or your email setup is too complex.

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