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QuickBooks can email forms for you using Microsoft Outlook, Outlook Express or Windows Mail. QuickBooks opens email messages in your email program and you can edit them before you send them. If you use an email program other than these three, you can still email forms with QuickBooks Email, a free service. To email forms to your customers and vendors, you have to add their email addresses to their records in QuickBooks. Otherwise, you'll waste time tying in email addresses each time you send a message.
Just like printing, you can email one form at a time or send them in batches. To see how this works, click Create Invoices to open the Create Invoices window and display an existing invoice. In the Create Invoices window toolbar, click the down arrow to the right of the envelope icon, which also has a green right arrow. If you use Outlook, Outlook Express or Windows Mail, choose E-mail Invoice. Your email program opens a new message window with a standard message filled in and the form attached to it.
You can change the email address, the subject, or edit the content of the message. Then send the message as you would any other email. If you want to use QuickBooks Email service, on the dropdown menu choose Mail Invoice. You have to sign-up for this service. All you have to do is register your email address with QuickBooks. To add a form to a queue to email later, be sure to turn on the To be e-mailed checkbox.
The checkbox is usually below the left end of the form table. When you add several forms to a queue, you can email the batch with one command. If a window like Create Invoices is open, click the down-arrow to the right of the email icon and choose Send Batch. The Select Forms To Send dialog box opens. You can also open this dialog box from the File menu. On the File menu, choose Send Forms.
QuickBooks automatically selects all the forms in the queue. If you don't want to email one of the forms, click its checkmark cell to turn the checkmark off, or click Select All or Select None. QuickBooks creates standard messages for the emails. The program attaches PDF files of the forms to the emails it generates. If you want to edit the message that goes with the form, select the form in the table, then click Edit E-mail.
Make the changes you want and click OK to get back to the Select Forms To Send dialog box. You have to edit each email separately. When you're ready to send the emails, click Send Now. Your email program takes care of sending all the messages to the recipients. That's all you have to do.
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