How to print my w2

Welcome, @Archer Dental and thank you for coming to the QuickBooks Community for assistance. I have some insight on printing W2s to pass along.

You can print w2s from the Payroll Tax Center(PTC).

Here are the steps:

1. Go to the Payroll Tax Center (PTC) from your QuickBooks file:
   1. Choose Employees > Payroll Center.
   2. Click the File Forms tab.
   3. Click View/Print forms & W-2s.
   4. Enter Payroll PIN. Click OK.
2. Go to the W-2 page. If you do not see a list of employees, click View/Print W-2 forms for all years.
3. Click the employee's name to open the W-2 form you want to print. (If the W-2 does not open, hold down the Ctrl and Alt keys while clicking the employee W-2.)
4. If prompted, select View Reprints. (This adds the REISSUED STATEMENT watermark to the W-2.) Click Continue. (If you are not prompted, the REISSUED STATEMENT watermark automatically appears on the W-2 form).
5. When Adobe Reader opens the W-2 form, print it on the correct perforated paper.

For more information on printing W2s, click here.

Please remember, I'm always here for any other questions or concerns.

I don't have the option to choose the "View/Print forms & W2s"? Is there something in the setup that might have been missed, we have not printed W2s from QuickBooks since 2016 but will start again for 2019.

Angie Jordan

I can show you another way on how to print the W-2 form, Angie Jordan.

Here are the steps:

1. Click Employees located at the top, and select Payroll Tax Forms and W-2s.
2. Select Process Payroll Forms, and In the Filing History section, click the Saved Filings tab.
3. Find the form you want to print and click the link under the Saved PDF column..
4. Select the Print icon to print.

I've got a sample screenshot here for a visual guide:

You can also check this article for the detailed steps: Print W-2 and W-3 forms.

If you ever have questions related to QuickBooks Desktop Payroll, please don't hesitate to comment below. Thanks.

My QBks version 2020 stopped printing the employee copies of the W2s.  I printed them from 2 companies a couple of weeks ago, but now it will only print the Social Security copies & the W3.  It will not save the employee copies of the W2s to pdf so I can print them.  I  have used the QBs tool hub & file doctor to fix the QBks file and also uploaded the latest payroll update & company update several times.  Seems to be some program problem.  Can you help or direct me to someone I can talk to at Intuit?   Thank you for anything you can do to help me.

I'll help with your printing issue so you can process your tax forms, SusanL11.

Aside from the Tool Hub and File Doctor, I have a couple more steps to recommend that can resole printing and PDF issues in QuickBooks Desktop.

You can start by rebooting your computer. Then, reopen your company file and print the form. If you're still getting the same result, try to reset your temp folder permissions. Check the folder permissions to the TEMP folder.

Here's how:

1. Press the Windows key + R keys in your keyboard to open the RUN command.
2. Type %TEMP% and press Enter.
3. Right-click an empty area of the temp folder, then choose Properties.
4. Proceed to the Security tab.
5. Ensure all usernames and groups showing on the Security tab have Full Control.
6. Once the permissions have been set to Full Control, save as a PDF again within QuickBooks.

Then, confirm you can print to your XPS (only for Save as PDF and Email issues). QuickBooks uses parts of the XPS Document Writer (Microsoft Windows product) to save as a PDF.

Here's how:

1. Open your Notepad.
2. Type Test, select File,and then click Print.
3. Select the XPS Document Writer, and then Print.
4. Type a filename and save it to your desktop.
5. Go to your desktop and view the XPS document you printed from notepad.

Lastly, you can rename the QBprint.qbp file. It contains a data line for each form in QuickBooks Desktop. When you print a form, QuickBooks pulls the settings from Qbprint.qbp and uses them to print  it. Here's how to rename it:

1. Locate the QBPrint.qbp file.
   Quick tip: You might need to display hidden files and folders or search for files using Windows to find these files in Windows.
   • Windows 10, 8.1, 8, 7 and Vista: C:\ProgramData\Intuit\QuickBooks 20XX
     Note: 20XX represents the version of your QuickBooks
   • Server 2008 and Server 2012: C:\Program Data\Intuit\QuickBooks year and C:\Users\**remote user**\AppData\Roaming\Intuit\ YEAR VERSION\TSPrinterSettings
     Note: Terminal Service users report finding duplicate copies of the Qbprint.qbp file with the stored client data files; double-check all folders for odd instances.
2. Right-click the QBprint.qbp file for your QuickBooks version and select Rename.
3. Add the word old to the file name (i.e. QBPrint.qbp.old)
4. Open QuickBooks Desktop.
5. From the File menu, select Printer Setup.
6. Select any transaction in the Form Name list and select OK. This will create a new QBprint.qbp file.
   Note: You do not have to do this for every transaction.
7. Try to open and print any transaction.

I'd also like to share this checklist that can serve as your guide for your year-end tasks: 

Year-end Checklist For QuickBooks Desktop Payroll

.

Please don't hesitate to add another reply if you still need help with this. 

I purchased preprinted w2/w3 Intuit forms. After reviewing all the iformation, the print prefrences does not highlight. When I select print to PDF it only will print an employee once and not in duplicate to one form.

Thank you,

RMS

Hi there, @853183.

I can help you with printing your forms in QuickBooks Desktop.

If you're using preprinted forms, you need to perform a print test to check and adjust preprinted forms alignment. Any adjustments you make will remain until you change them. At this time, I recommend checking out your printer settings to make sure every detail is correct.

For more tips about printing W2/W3 Forms and the types of paper available for printing forms, you can check out these links:

• Print W-2 and W-3 forms
• Types of paper available for printing W-2 forms

Also, here are some of our help articles you can read more about fixing issues with printing forms in QuickBooks Desktop:

• Troubleshoot PDF and Print problems with QuickBooks Desktop
• Resolve printing issues
• Troubleshoot Issues with Printing and. PDF Files

If there's anything else you need help with printing your forms, please let me know by adding a comment below. I'm always here to help. Have a good one!

Did you resolve this problem? I am having the same issue. I don't have a W2 print option for my employees. All I get is the W3. There's not even a view option in the forms like every other forum says.

Hello there, @jules70.

Let's perform some troubleshooting steps to ensure that you'll be able to print your W2 forms from QuickBooks.

First, let's start by making sure that your QuickBooks software is updated to the latest version. This way, you'd always have the latest features and fixes.

1. Go to the Help menu.
2. Choose Update QuickBooks Desktop.
3. Select the Update Now tab.
4. Click Reset Update.
   

Once completed, let's make sure to reboot your device. This ensures that all component are updated. Once you open QuickBooks, you'd want to make sure to download your latest payroll tax table. Let me show you how.

1. Go to the Employees menu.
2. Select Get Payroll Updates.
3. Choose Download entire payroll update.
4. Hit Update. 

Now, you can try printing your W2 form again. Here's how:

1. Go to the Employees menu.
2. Choose Payroll Tax Forms & W-2s.
3. Select Process Payroll Forms.
4. Double-click Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
   • If you are not able to find the form in the list, scroll down the list and look for the form or activate the form by clicking the Forms drop-down arrow.
   • Choose Make a New Form Active.
   • Select Federal then click the W-2 form. Once done, click Add Form.
5. Select the correct filing period or year and click OK.
6. Mark the employee names you want to create W-2s and choose Review/Edit.
7. Click the Check for Errors button at the bottom. Make sure there aren't any errors left.
8. Choose the Print for Your Records button, then mark the radio button for W-2 copies you'd like to print.
9. Once done, click Print PDF.
   

If the issue persist, you can run the QuickBooks Verify and Rebuild tool to make sure your data is error-free. This easily fixes data concerns found within the program.

Lastly, you can check these articles to learn how to process and print Payroll tax forms: 

• Process, print, and save QuickBooks Desktop Payroll tax forms
• Print W-2 and W-3 forms

Keep me posted if you have other questions about payroll and forms. I'm still here to help you further. Wishing you and your business continued success!

I don't have the option either. 

Hello there, @Kristen1234.

You can follow the steps recommended by my colleague, @IamjuViel. You'll want to update your QuickBooks software first and then get the latest payroll tax table. Doing this will fix most issues in the system.

Once done, you can print your W-2 form for your record or save it as a PDF.

If the hurdle continues, I suggest running the tool to verify and spot some errors if there are any. Then rebuild the program so that QuickBooks can self-fix. For reference, you can follow the steps outlined through this article: Resolving Potential Data Issues.

Also, I've added a video article that you can get clues to with W-2 concerns: Get answers to your W-2 questions.

Let us know how it goes and share with us more details about it. I'll get back to you as fast as I can. Take care and more power to your business!

Hi, i dont see my w2 form

Hey there, Iqan. 

Thanks for posting here in the Community. If you're unable to find your W-2's using the steps in the article provided above by my colleagues above, my recommendation would be to reach out to our support team. They can guide you click-by-click on the process and answer any questions you may have about your individual account. To reach them, click this link, then choose which version of QuickBooks you have. From there you'll find the steps to reach out to our support team. 

While you're waiting to hear back from them, I'm including this article that was posted earlier by my colleague, just in case you missed it. It covers the process you can follow to find and print your W-2. If there's anything else I can help with in the meantime, feel free to post here anytime. Thanks and I hope you have a great day.