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: W-2 Print Test To Check and Adjust Preprinted Forms Alignment.

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. 

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@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 

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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.