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Level 1

Setting the number of Companies.

I go to file open company and at the bottom it says set number of companies but the print is dim and it does nothing when I click on it.


Level 7

Setting the number of Companies.

You need to have a company file open first.

QuickBooks Team

Setting the number of Companies.

Greetings, @BC4.


Let me be the first to welcome you to the Community. I’d like to share a few details for why the Set number of previous companies option is grayed out and not clickable.


As what @Lexiesmemere mentioned, you can only click on the Set number of previous companies once you have a company file open inside QuickBooks. To do that, follow the steps below:
1.    Open QuickBooks and choose a company. 
2.    Log in with your company file credentials.
3.    Once you’re already on the Home screen, click on the File menu at the top.
4.    Choose Open Previous Company.
5.    Select Set number of previous companies.


I attached a screenshot for your reference.



This information should answer your question for why you’re unable to click the Set number of previous companies option in QuickBooks Desktop.


Should you need anything else or if you have clarifications, please don't hesitate to let me know. I'll be here to keep helping. Take care!

Level 2

Setting the number of Companies.

thank you so much for the screenshot.  I downloaded close to 20 companies today and made this change and it has not taken effect.  Any idea what I should do to fix it?  Only 4 out of the 19 are showing and I downloaded all of them.  thank you


Setting the number of Companies.

Allow me to jump into this conversation, rfish.


I'm here to provide more troubleshooting options to show all companies you've downloaded in QuickBooks Desktop.


Downloading your QuickBooks company files and setting the number of companies to 20 should show all of them. Since the problem persists, let's repair the software. Repairing replaces damaged installation files of the QuickBooks.


To repair, please follow these steps:

  1. Secure a backup copy first.
  2. Open Control Panel, click on Programs, and go to Programs and Features.
  3. Select Uninstall or change a Program.
  4. Choose QuickBooks and click on Uninstall/Change.
  5. If prompted, click on Continue and choose Next.
  6. Click on Finish and restart your computer for the changes to take effect.
  7. Then, open QuickBooks as Administrator.

I also suggest saving all the downloaded company files to one folder you specified.


For further guidance, you can check out this article that will help: Fix QuickBooks Desktop (Windows).


From there, you shouldn't have any further issues. Please let me know how it goes by leaving a comment below. I'll be here to keep helping.

Level 2

Setting the number of Companies.

I tried your suggestion but it didn't work. No matter if I choose 5-20 companies to show, it still only shows 4.

QuickBooks Team

Setting the number of Companies.

Hi there, Jen32.


Thank you for  trying out the recommended steps above to resolve your issue.


If you access QuickBooks file over the network, the first solution would be to ping the server to ensure you are connected to the network.


Here's how:


1. Identify the name of your server computer.


  • On your keyboard, press the Windows logo+R.
  •  Enter CMD then click OK.
  •  Enter ipconfig /all then press Enter.
  •  Take note of the Host Name (servername).


2. Type ping [name of your server] then press Enter.
3. You can see a reply for each packet.


  • If you'll see a reply for each packet, it means your computer is connected to your network.
  • If you see a packet loss or a slow reply, your network should be diagnosed by a qualified IT professional.

If you are connected to your network and the problem persists, I suggest searching for all company files.


Go to your server computer and perform a wild card search for all company files by typing one of the following into the search bar:


Take note to ensure to include the Asterisk (*) before the extension type to secure the search works correctly.


  •  *.qbw (Working Files)
  •  *.qbb (Back Up Files)
  •  *.qba (Accountants Copy Files)
  •  *.qbx (Accountants Transfer Files)
  •  *.qby (Accountants Change Files)


Once the file is found, make a note of the file's Location and proceed to solution 3. If the file is not found, contact an IT professional to help locate the file.


The Community always has your back, so please feel free to post an update by leaving a comment below. I'm here to help.

Level 2

Setting the number of Companies.

this is one computer, no server

QuickBooks Team

Setting the number of Companies.

Hello, @Jen32.


You'll have to open each company file first before it will be listed under the Open Previous Company options. I have a screenshot on how the list will look like.


If you're still unable to view all of your 20 companies, let's make sure that your QuickBooks software is updated to its latest version. 


To update your QuickBooks to the latest released version, here's how:

  1. Select the Help menu.
  2. Choose Update QuickBooks Desktop.
  3. Click the Update Now button from the Overview tab.
  4. Pick the Get Updates button.
  5. When the download finishes, restart QuickBooks.

For step-by-step instructions, you can read through this article: Update QuickBooks Desktop to the latest release.


Keep me posted if you have other questions. I'm always here to help.

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