printing out w2 on pre printed forms

Performing the print test will help the text on your W-2 align with the boxes on a preprinted form, rjd123456.

Once you are in the Print W-2 and W-3 Forms window, make sure to check alignment when you print a different type of form. To do this, you can follow the steps below:

1. Load your printer with blank paper.
2. In the Print W-2 and W-3 Forms window, click Print Test. This will print the text on your W-2 forms only.
3. Put the printout above your preprinted form or vice versa (whichever has a thinner sheet). Hold them up to the light and check the alignment.
   • If the text aligns with the boxes on preprinted forms, you can now print the form using the actual preprinted forms.
   • If the text does not align with the boxes on preprinted forms, proceed to the next step.
4. In the Print W-2 and W-3 Forms window, click Align.
5. In the Preprinted forms alignment window, adjust the alignment of the text. Use only positive numbers. Enter 0 (zero) if the horizontal alignment is correct.
   • Horizontal alignment: Select Left or Right to indicate a direction, and then enter the distance (Inches) you want the text to move.
   • Vertical alignment: Select Up or Down to indicate a direction, and then enter the distance (Inches) you want the text to move.
6. Click Print Test to see the result of your adjustment.
7. Repeat step 1 to step 6 until you are satisfied that the form will print correctly on the preprinted form.
8. Click OK to close the Preprinted forms alignment window.
9. You can now print your W-2s using preprinted forms.

For more information and troubleshooting steps, read this article: Fix printing issues in QuickBooks Desktop.

However, if you're still having printing issues, I suggest checking the compatibility of your printer with your IT guy. 

For any related help articles, you can browse them here so you'll be guided if you have questions with QuickBooks. 

Reply to this thread if you have any other concerns about printing on preprinted forms. We're always right here to help you fix any issues that you may encounter.

Maria - past years I needed to align up or down the entire page.  

I agree with the poster - the top lines are printing too low and the bottom lines are printing too high.  They lines in the middle of the page are on the proper line.  I even did an update to make sure there were no updates and still a problem.

By the way this is on desktop 2020.

We need to get a solution as our employees are waiting.

Thanks

Terry

Hi there, @tsabers.

I assume you've followed the steps Maria shared above, including instructions to update QuickBooks and tax table. It would be better if our Payroll Support team can check your company file, so they can use a screen-sharing tool to find the root cause of the alignment issue. They are open on weekdays from 6 AM to 6 PM PST.

For more references about payroll in the future, you can click Help and search for something like payroll, print forms, etc.

I'm just right here if you have further questions.

I did all the searches, and updated my payroll twice -

01071007 is the version I am on - Desktop 2020 

thanks 

Terry

I am having the same issues.  Half of the page prints out fine, the other half does not.  So when I do the alignment it fixes the half that is wrong but then messes up the other half.  Something is not right.  I am using Desktop 2021 

I thank you for sharing the troubleshooting steps you've performed, @equinney.

Let's do the following steps to isolate this concern for any possible data damage:

1. Create a backup of the QuickBooks Desktop company file
2. Repair QuickBooks
   1. Click Start.
   2. Select Control Panel.
   3. Go to Programs and Features.
   4. Choose QuickBooks.
      1. Click Uninstall/Change.
      2. Choose Continue, then Next.
      3. Select Repair, then click Next.
3. Once completed, ensure to download the latest QuickBooks release when opening the program.

If the issue persists,  I’d recommend contacting our Technical Support Team. A specialist will look up your account and further assist you via a secured remote access session.

Here’s how:

1. Go to Help.
2. Choose QuickBooks Desktop Help.
3. Click on the Contact us link.
4. Choose Search for something else.
5. Type in a keyword about your concern.
6. Hit Submit.
7. Click on the Start a Message button.

You can read through these articles to learn more about resolving unexpected behavior when printing forms in QuickBooks:

• Resolving Potential Data Issues

• Print W-2 and W-3 forms
• Troubleshoot PDF and Print problems with QuickBooks Desktop

Keep me posted if you have other questions or concerns about printing forms in QuickBooks. I'm just a few clicks away.

Did anyone get a real answer to this problem. I have verified my data, updated QB, called in (that guy had no idea) updated adobe reader. I HAVE DONE EVERYTHING!! This is infuriating. I know I am not alone... We need a fix ASAP I am using Tops 2020 w-2 and w-3 forms. 

---

@equinney wrote:

I am having the same issues.  Half of the page prints out fine, the other half does not.  So when I do the alignment it fixes the half that is wrong but then messes up the other half.  Something is not right.  I am using Desktop 2021 

---

How do you fix this issue.  I am having the same problem and I need to get the W2's done.  Please provide help on this.

Hello there, W2s1.

If you've done the troubleshooting steps provided above and got the same error, I recommend reaching out to our QuickBooks Desktop support.

Doing this will alert them of the error going on when printing the forms. They can create an investigation to resolve the error.

1. Click Help at the top menu and select QuickBooks Desktop Help.
2. In the Have a Question? window, enter a topic.
3. Click Contact us.
4. Hit the Start Messaging button.

Please continue posting on this thread if you have some follow-up questions about printing W-2 forms.

Sorry that I did not post the solution that I found. I did put it on another post.

after 1 1/2 hours on a call with support, nice guy but no clue what the answer was - even after he 3 times consulted with others in the office there.  It hit me that after looking at the instructions and a mention of getting the latest adobe version to make sure it works.  I have 3 different pdf programs loaded with a default of a non adobe pdf software.

So I printed the pdf file to my desktop.  I then opened it with Adobe DC, another reader I have and it worked. I have never had any other form create this problem.

SO IF YOU ARE NOT USING ADOBE OR AN OUTDATED VERSION - FIRST UPDATE TO THE LATEST FREE READER AVAILABLE AND TRY THAT SOLUTION.  IT WORKED FOR ME.  I WISH SUPPORT KNEW THIS!

Post if it works for you.  Thanks. 

BINGO!  You saved me a lot of frustration!  Thank you!!  I updated to Adobe DC and made it my default PDF reader.  Then I went back to Quick Books, did the print test and alignment, and the W2's came out perfect.

The response from QBs Support is garbage to say the least.  If they simply looked at the Red Copy of the Form W-2 and align the printout from QBs to slot in correctly it would be helpful BUT ever since they switched to "Print pdf" in order to print on preprinted forms (how many years ago is that now - I wonder....) nothing has ever lined up correctly.  I have spoken to the QBs support team many many times but no one is interested in resolving the issue despite saying that they will look into it - never have and, no doubt, never will.  Once again I tried to print on the preprinted forms and once again I can get the top W-2 to line up on the Red Form but the bottom W-2 is not even close to aligning.  The only aligning options are up / down and left/right for the entire page so no chance to resolve the issue with the bottom W-2.  If the support team even bother to read this any suggestion would be appreciated BUT telling me that you will try to fix it for next year is not really a suggestion.    So over to the Community and QBs support for a response that could work but I'm not holding my breath for a real solution that actually works.  I may be surprised but........

Have you found a solution to this yet?

Hi, Lrgrgg. Let's get this printed for you.

Verifying and rebuilding your data is a good start when it comes to fixing data-related issues in QuickBooks Desktop.

To Verify Data:

1. Click Window at the top menu bar, then Close All.
2. From the File menu, choose Utilities.
3. Tap Verify Data.
   

To Rebuild Data:

1. Click Window at the top menu bar, then Close All.
2. From the File menu, choose Utilities.
3. Hit Rebuild Data.
   
4. You will receive a warning message to backup your company file, press OK.
5. Click OK when you get the message "Rebuild has completed".

After that, go back and print the forms again. If you're getting the same result, I'd suggest updating your Adobe Reader.

As always, feel free to visit our Help articles for QuickBooks Desktop in case you need tips and payroll-related articles in the future.

I'm always here to lend a hand if you need additional assistance with QuickBooks. Don't hesitate to drop a comment below. Have a good one.

After trying to align mine for over an hour yesterday, I had decided to search to see if there was a resolution to what was going on.  When I was clicking on it, it was opening up using web browser and not going into Adobe..  Once I read what you had to do, I gave that a try and it worked.  This was the perfect resolution to my problem.  I made sure to note this in my notes so that I don't spend hours on it in the future.  Thank you for posting your fix to the situation. 

I am using Enterprise Solutions 21.0 and having the same problem with the upper half of the paper prints wrong while the lower half prints correctly.

Then while trying to align, can get the top half to look ok and bottom half is off

I have tried various numbers and nothing is working at this point.

Please advise as to how to fix this.

Thanks

Cathy

Michigan

Hey there, @cschaaf1. 

Thanks for taking the time to follow along with the thread and sharing your concerns. 

To clarify, have you tried the suggested steps by my colleague Rose above? If not, I recommend running a rebuild and verify on your company file. This way, the file can be scanned for any data integrity issues that can cause issues with the alignment. Once the rebuild and verify has completed, try printing again. 

For additional details about running a rebuild and verify, check out Resolve data issues with Verify and Rebuild. 

However, if you have tried this, I recommend running our PDF Print Repair Tool that's included in our QuickBooks Tool Hub. This can resolve most printing component issues within the computer. For additional details about this process, check out Troubleshoot PDF and Print problems with QuickBooks Desktop.

Please let me know how it goes. I'll be sure to keep an eye out for your reply and look forward to chatting with you soon. Take care!

I had the same problem and what I did was download the QuickBooks Tool Hub and then clicked on Program Problems and then clicked on each of the 3 tests and then restarted my computer and it fixed the problem.  

Did you get a resolution for this?  I have the same issue.

I'm happy to guide you today so you'll be able to print or open the W-2 form, @ctaavola.

Have you tried downloading the QuickBooks Tool Hub or following the steps performed by Pcls93555 to resolve the issue? This tool will help you fix common printing issues in QuickBooks.

If you haven't, you can follow the steps below on how to download QuickBooks Toll Hub:

1. Close your QuickBooks.
2. Download the QuickBooks Tool Hub file.
3. Open the QuickBookstoolhub.exe file. It gets saved in the download folder.
4. Follow the on-screen steps to install and agree to the terms and conditions.
5. Click Finish.
6. When the install finishes, double-click the icon on your Windows desktop to open the tool hub.
7. In the QuickBooks Tool Hub, select Program Problems.
8. Select QuickBooks PDF & Print Repair Tool. It will take about a minute to run.
9. Attempt to print, email, or save as a PDF from QuickBooks Desktop again.

I've got you this article for more details: Troubleshoot PDF and Print problems with QuickBooks Desktop.

For reference about printing w-2 forms in QuickBooks Desktop, you can read this article: Print W-2 and W-3 forms.

Just in case you want to learn about things that affect the amounts in Boxes 1, 3, and 5 on your employees’ W-2s and how to file them, feel free to check out these articles: 

• Understand why the wage amounts are different on your employee's W-2
• How to File your W-2 Forms

You can always reach out to me if you have any other questions. I'm more than happy to help. Wishing you a good one, @ctaavola.

I reached out to tech support and discovered that when my PC updated it switched from Adobe to Microsoft Edge.  We just switched it back!  I bet this is what has happened to many QB desktop users.

The W2s are a problem this year too.  When printing using preprinted forms, the top W2 is aligned perfectly for spaces a through 8 and then everything is too high after that.  The bottom W2 is just waaaay off, too high.  I cannot get it adjusted.  Help!  Has anyone solved this printing problem yet?

It's my pleasure to help you with your printing concerns, @ss515. We can get this sorted out by setting Adobe Reader as your default program. 

Here's how: 

For Windows 7, 8, and 8.1

1. Select the Windows Start menu, then select Control Panel.
2. Select Programs.
3. Find the option Set default programs.
4. Find Adobe Reader (or any PDF viewer you've installed).
5. Select the program, then choose Set this program as default.

For Windows 10

1. Go to the Windows Start menu, then select the settings icon.
2. Select Apps., then choose Default apps on the left pane.
3. Scroll down until you find .pdf and select its default program.
4. In the list, select Adobe Acrobat Reader (or any PDF viewer you've installed).
5. Select Switch anyway.

Once done, try to view and print forms again.

You can check out these articles for further insights about printing the W-2 forms in QuickBooks:

• General Rules and Specifications for Substitute Forms W-2 and W-3
• Troubleshoot PDF and Print problems with QuickBooks Desktop

Come again if you have additional concerns. We're always here to help. 

I am having the same issue, already using Adobe Reader as the default program.  I have tried printing both at "Actual Size" and "Fit" (which scales down to 97%) sizing, but have the same problem regardless.  "Fit" causes the top form to fill in more or less perfectly, but the bottom form shows up far too high.  "Actual" moves the bottom form down slightly, but still too high to be legible, but also moves the top form out of alignment.