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Level 1

How can I retrieve a W-2?

9 Comments 9
Content Leader

How can I retrieve a W-2?

Hi there, john-march.


I appreciate you taking the time to contact the Community. I'd be glad to show you how to retrieve a W-2.


There are just a few steps to get this done. Here's how:


1. Click the Taxes tab in the left navigation bar.

2. Choose Payroll Tax at the top of the page.

3. Select All Employees or a specific employee from the drop-down menu.

4. Click the W-2, Copies B, C & 2 link.


From here you can view and print the W-2. This article provides additional details on retrieving these forms: Print your W-2 and W-3 forms.


You can also retrieve archived W-2 forms by:


1. Clicking the Taxes tab, then Payroll Tax.

2. Under the Forms section, select Annual Forms.

3. Select Annual Tax Forms in the first box, and then W-2, Copies B, C & 2.


This write-up offers info on viewing archived forms: View your previously filed tax forms and payments.


Keep up the great work and please let me know if you have any other questions.



Level 1

How can I retrieve a W-2?

Hi! I couldn't create W2's. When I choose Taxes --> Payroll tax, there is no drop-down employees menu on my screen, and no W2 forms. The same is in Filings.

Level 1

How can I retrieve a W-2?

Same here.  I think this help file is old.  Please update so we can access the W2s


How can I retrieve a W-2?

Hi @Ken109,


Thank you for dropping by here in the Community space. I can share clarification on how you can access Form W-2 in QuickBooks Online.


The steps provided by my colleague apply to users who have the Automated tax and forms feature disabled. If that's the case, you can access the previously filed W-2s directly from your archived forms.


Here's how:


  1. On the left navigation bar, click Taxes.
  2. Go to the Payroll Tax tab.
  3. Go to the Filings tab.
  4. Scroll down and click Go to archived forms.


If you have the automation enabled, the steps are different. You can follow the instructions provided by MorganB to access archived forms.


Also, we've gathered answers to frequently asked questions about the annual form. I've attached an article you can use to learn more about how to handle Form W-2 in QuickBooks: Print your W-2 and W-3 forms.

Drop me a comment if you need more assistance accessing tax forms in QBO. I'll keep an eye on your response. Take care always.

Level 1

How can I retrieve a W-2?

Wrong wrong wrong. None of these methods work to get to a printable copy. Just an endless loop of twirl downs and menus that send you right back where you started.


How can I retrieve a W-2?

I have steps to assist you in resolving the never-ending loop when attempting to print a W2 form, @damo_edits. This way, you can print the forms as soon as possible. 


The steps outlined above are the precise and correct procedures for printing your W2 in QuickBooks Online. For more information, please see our video tutorial: Print your W-2 and W-3 forms.


Too much cache in your regular browser can sometimes make the product act strangely. It sounds like something went wrong with or interrupted your server. For this, I'd suggest logging into your account through a private window. This way, we can see if the problem is with the browser.


Here are the shortcuts for the keyboard:


  • Ctrl + Shift + N (Google Chrome)
  • Ctrl + Shift + P (Firefox)
  •  Control + Option + P (Safari)
  •  Ctrl + Shift + P (Microsoft Edge)


Once you're in, you can print the W2 copy again to see if they're doing well. If the problem is fixed, please return to your regular browser and press CTRL+Shift+Delete to clear the cache.


For more recommend fixes for other printing issues, click the article: Fix QuickBooks Online printing issues on browsers for Windows.


If you have further questions about W2, please post your concerns in this thread. I'm happy to assist you. 

Level 1

How can I retrieve a W-2?

How can I retrieve my 2021 w-2


Thank you for helping me 

Level 1

How can I retrieve a W-2?

What am I supposed to do if my company stopped using Quick books.  We transferred over to a new system and I no longer have access to my W2.

QuickBooks Team

How can I retrieve a W-2?

Thanks for joining this thread, JGunn. Let me discuss your data accessibility in QuickBooks Online (QBO) when your subscription is canceled or expires.


The duration for which QBO retains your data is determined by how long you've canceled your subscription. You can still access your W-2s data depending on this period. 


If your company stopped using QuickBooks for less than a year, you can still access the data on a read-only set-up. However, if it's already been a year, I recommend contacting the IRS directly. This way, you can request a copy of your previously filed W-2s from them.


Additionally, here's an article about data accessibility in QBO whenever your subscription is stopped or canceled: What happens to my QuickBooks Online data after I cancel?


Also, you can check this article if you wish to re-subscribe to QBO sometime in the future: Reactivate in QuickBooks Online.


Don't hesitate to post in the Community forum if you have more QuickBooks-related queries. We're always happy to help.

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