Showing results for 
Search instead for 
Did you mean: 
Level 1

How to print W-2 on W-2 preprinted forms?

5 Comments 5
QuickBooks Team

How to print W-2 on W-2 preprinted forms?

Thank you for posting here in the Community, @margaretewagner.


I'd be happy to walk you through the steps on how to print W-2 preprinted forms in QuickBooks Desktop. Before you print your W-2s preprinted forms, make sure to perform a print test in a blank paper to check if the alignment is correct with the boxes in a preprinted form. 


Here's how:


  1. Choose Employees, then click Payroll Tax Forms and W-2s and Process Payroll Forms.
  2. Click File Forms, then pick the Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal and click the Create Form button.
  3. Choose 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 the text aligns with the boxes on preprinted forms, you can now print the form using the actual preprinted forms. However, if it does not align, you can follow the steps below to correct the alignment:


  1. Click Align in the W-2 and W-3 forms window, then in the Preprinted 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.

For future reference on how to fix problems in printing W-2 Forms and to export the form in PDF file, you may check these articles:

Leave a comment below if you have follow up questions in your account. I'm always here ready to help. Have a great day ahead!

Level 1

How to print W-2 on W-2 preprinted forms?

ok - so here I am in January 2021 trying to print W2s on QB preprinted forms.  I have tried to align the forms and can get the top half aligned, but then the bottom half is way high.  Any suggestions?

QuickBooks Team

How to print W-2 on W-2 preprinted forms?

Thank you for joining the thread, treasurer2278.


I assume you've followed the steps Michelle 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.

Level 1

How to print W-2 on W-2 preprinted forms?

Did you ever get a solution to your problem? I have it too. Thank you.

QuickBooks Team

How to print W-2 on W-2 preprinted forms?

Hi there, @mdproto.


I'm here to guide you on how to print the W-2 on preprinted forms. First, I'd like to know if you've already performed the troubleshooting steps that my colleagues shared above. If not, I'd suggest doing it first.


However, if you're getting some errors or issues along the process, you may share it in the comment section. Or you can contact our Customer Care Team. They have the tools to do a live screen sharing session and help you get to the bottom of this.


Here's how to contact them:


  1. Go to the Help menu and press F1 or click QuickBooks Desktop Help.
  2. Select the Contact us button and enter your concern such as "Not able to print W-2 on preprinted forms even after performing some troubleshooting like making sure the alignment and printer set up is correct and updating the program"
  3. Choose how you want to be assisted if it's either messaging or a callback.
  4. Enter your details to be listed on the queue.

You may also want to check the support hours before contacting them to know the best time to get support. 


I'll be around the community if you have other questions. Click the Reply button to let me know. Take care.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up