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Condense your QuickBooks Desktop for Mac company file

Learn how to reduce your company file’s size using the condense data utility in QuickBooks Desktop for Mac.

If your company file has grown too large, you can condense the transactions for a period of time you choose. QuickBooks removes the transactions that aren’t necessary to keep your records current and replaces them with new transactions that summarize, by month, the removed transactions.

If you haven’t yet, be sure to read how transactions are condensed before proceeding.

How to use the condense data utility

  1. Be sure to close all QuickBooks windows first.
  2. Go to the File menu, then Utilities and select Condense Data.
  3. Enter the ending date for the period of time you want QuickBooks to condense the transactions.
    Note: If you track inventory, it's best to make the date the last day of the month. That way, your average cost for items will remain correct.

    For example, to condense data up to the end of 2019, be sure to enter 12/31/19. This would condense all transactions dated on or before 12/31/19. Transactions dated 1/1/20 and later would not be affected.
  4. (Optional) After QuickBooks condenses the transactions, you may have list items that are no longer in use. If there are any unused list items that you wish to delete, select the checkboxes for those items.
  5. Select OK. QuickBooks will remind you that it needs to create a backup of your company file first before condensing it. This backup ensures you still have complete records of any transactions that QuickBooks deletes from your company file.
  6. Select OK to create a backup file.
  7. Select OK once the backup is complete. QuickBooks will then proceed to condensing your transactions. Depending on the size of your company file, this may take a few minutes.
  8. Select OK once QuickBooks is done with condensing your transactions.

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