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Using QuickBooks Messenger

When working in Quickbooks, you can identify QuickBooks Messenger by the little grey figure with the green bubble in your system tray at the bottom of your computer screen. It allows for communication between QuickBooks users operating in multi-user mode.

QuickBooks toolbar

Opening QuickBooks Messenger

QuickBooks Messenger is automatically started whenever you are logged into QuickBooks. Double-click the icon in the system tray to launch the messenger or go to the Company tab and click on Chat with a Co-worker.

Chatting with Other Users

While you are working in QuickBooks, you may receive a notification that another user has just logged into the company file. You can click Chat on the notification window and begin a conversation with that user. You can also right-click the QuickBooks Messenger icon in your system tray and select "Chat with..." to start a conversation with another user.

QuickBooks Messenger screenshot

The QuickBooks admin user can chat with ALL users logged into the company file by clicking the Actions drop-down arrow (only available under their profile) and selecting Send Message to Logged In Users.

Available Status

QuickBooks Messenger allows you to change your status so other users will know your availability. Change your status by clicking the drop-down arrow that displays your username. Then simply select the status that applies to you and it will be displayed for other users to see.

QuickBooks Messenger - User status options

Disabling QuickBooks Messenger

If you find your colleagues are too "chatty" using Messenger, you can disable it. Just right-click on the chat icon in your system tray, and from the Settings menu, choose which notifications to display.

QuickBooks Messenger Settings

But wait! Before you do that, there are two important features of Messenger that are a bit hidden, but very useful.

Only the Administrator of the file will see an extra tab in the Messenger box. It's labeled "Actions," and by selecting that the Administrator can:

  • Send a message to all users who are logged in. For example, if users needed to know that routine maintenance will be done on the file later in the day and they need to be logged off at a certain time, the Administrator can quickly send a message to all users.
  • Close the company file for users who are logged in. How great is that? You don't have to telephone each user or get up from your desk and holler down the hallway for QuickBooks users to log out. To do this, the administrator chooses Close Company File for Users in the Actions drop-down. Place a check mark next to each user that you wish to close their QuickBooks session and then click the Close Company File button. In the confirmation window, click Yes.

Still Want to Disable Messenger?

To totally disable the QuickBooks Instant Messenger feature follow these steps:

  1. In multi-user mode, sign in as Admin.
  2. Go to the File menu and select Utilities.
  3. Choose Disable QuickBooks Instant Messenger.
  4. Log out of the company file and then log back in for the setting to take effect.

So chat as much or as little as you want while working in QuickBooks.

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