2022 W-2 Printing

Glad to have you here in the Community, @Julie1875.

I'll share some information to help you with the alignment issues you've encountered.

Before printing your W-2s pre-printed forms, you'll want to perform a print test on blank paper to check if the alignment is correct with the boxes.

Here's how:

1. Go to Employees, click Payroll Tax Forms and W-2s, and Process Payroll Forms.
2. Select File Forms, choose the Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal, and click the Create Form button.
3. Select either All Employees or Employee's Last Name.
4. Enter a filing period in the Year field, then click OK.
5. Hit Print/E-file.
6. In the Print W-2 and W-3 Forms window, then click Print Test.

If it doesn't align, you can correct it by following these steps:

1. Click Align in the W-2 and W-3 forms window, then in the Pre-printed forms alignment page, then adjust the alignment. 
2. Hit Print Test to check the result of your alignment.
3. If the alignment is already correct and accurate, click OK.

Additionally, there could be several reasons you're having trouble printing from QuickBooks Desktop. To avoid this;

• Make sure to update QuickBooks to the latest release. 
• Connect your computer to the printer.
• You have the latest printer driver installed.
• There are no error messages or warning lights on your printer.

Lastly, here are some troubleshooting steps you can perform for some of the most common problems. You can refer to this article for the detailed steps:  Fix printing issues in QuickBooks Desktop.

I'm also adding this article to learn more about the answers to your most common W-2 questions: Get answers to your W-2 questions.

Feel free to reply if you have further questions. Stay safe!

@Julie1875 

RE: This year I upgraded to the 2022 Desktop Pro Plus and when I try to print the W-2's, the top form is aligned perfectly, but the bottom form is not. It's like the formatting between the two forms is not correct. 

This is one of the several good reasons to print the W-2's on plain paper instead of forms.

This suggestion was a waste of time. The first person already said the alignment tool moves the whole form. You can't adjust the bottom section of the w2 independent of the top.  Still can't print w2s. All of the "other possible reasons" don't apply. This happened after updating from 2019 Pro to 2022 Pro.

Hello there, @Bobby1201,

This is not the kind of service we want you to experience while using the program. I understand how important printing forms for W-2 is, and I know how frustrating it is to exert effort in performing troubleshooting steps to resolve the issue. 

However, it could be that the QBPrint is damaged as it contains information about the printer setup and customization of your forms. When you print a form, QuickBooks Desktop (QBDT) pulls the form settings from Qbprint.qbp and uses them to print the form.

To sort this out, renaming the file is the preferred troubleshooting as you can rename the old file and recover your custom settings.

Follow these steps on how to manually rename files in QBDT:

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: C:\ProgramData\Intuit\QuickBooks 20XX
  Note: 20XX represents the version of your QuickBooks
• 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.

For detailed information, kindly visit: Rename the Qbprint.qbp file.

If the issue persists, I recommend contacting our QBDT Support Experts. They have the tool to view your account and offer you a glance session where they can provide you with detailed steps to resolve the problem.

I'll also include this article you can read to learn more on how to troubleshoot problems when you can't print, email, or save as a PDF from QBDT: Troubleshoot PDF and Print problems with QuickBooks Desktop.

We're looking forward to this issue getting resolved. Don't hesitate to leave a reply if you require further assistance with printing payroll forms in QBDT Payroll. The Community team is here to help you anytime. Keep safe.

Hi there,

I was having exactly the same issues, after I upgraded it from 2019 QuickBooks Desktop Pro to 2022 QuickBooks Premiere, it was so frustrating! my easy solution was to open my company file in another computer, re-create the W2's, print them and it worked! it did need a little alignment but at least the top and bottom form aligned perfectly!