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Level 1

I need to reprint last years W-2's. Where are my old w-2's kept?

 
Solved
Best answer 12-06-2018

Accepted Solutions
QuickBooks Team

Good day, macurryartist! I'm here to help you print the p...

Good day, macurryartist!

I'm here to help you print the previous years W-2s. 

Prior years W-2s (and other filed forms) are saved under the Filing History in the Payroll Center. To access and print them:

  1. Click on the Employees menu.
  2. Select Payroll Tax Forms & W-2s, then click Process Payroll Forms.
  3. Under Filing History, find the prior year's W-2. 
  4. To access and print your W-2 information, click on the link under the Saved PDF column. 

That'll do it. If you have other questions about the saved tax forms in QuickBooks Desktop, please let me know and I'll zip right back to help you. 

View solution in original post

24 Comments
Level 1

When I do below this is the reply I receive when I click...

When I do below this is the reply I receive when I click on the the saved PDF

 The webpage cannot be found
 HTTP 404  
   Most likely causes:
There might be a typing error in the address.
If you clicked on a link, it may be out of date.
 
   What you can try:
     Retype the address.  
 
     Go back to the previous page.
 
     Go to  and look for the information you want.  
 
   More information  More information

This error (HTTP 404 Not Found) means that this program was able to connect to the website, but the page you wanted was not found. It's possible that the webpage is temporarily unavailable. Alternatively, the website might have changed or removed the webpage.
QuickBooks Team

Good day, macurryartist! I'm here to help you print the p...

Good day, macurryartist!

I'm here to help you print the previous years W-2s. 

Prior years W-2s (and other filed forms) are saved under the Filing History in the Payroll Center. To access and print them:

  1. Click on the Employees menu.
  2. Select Payroll Tax Forms & W-2s, then click Process Payroll Forms.
  3. Under Filing History, find the prior year's W-2. 
  4. To access and print your W-2 information, click on the link under the Saved PDF column. 

That'll do it. If you have other questions about the saved tax forms in QuickBooks Desktop, please let me know and I'll zip right back to help you. 

View solution in original post

Level 1

I need to reprint a 2016 W-2 for an employee, but when I...

I need to reprint a 2016 W-2 for an employee, but when I look at the saved file it only shows the transmittal copy. Quickbooks will not let me recreate a W-2 from a prior year.  Suggestions?
Level 1

The filing history only went back to 9/2017. I also wante...

The filing history only went back to 9/2017. I also wanted easy access to W2s from 5 years ago. I shuffled through files and found paper copies. Shouldn't QBs keep more than a few months filings?
Level 1

I also need to reprint a 2016 W2 and in quickbooks deskto...

I also need to reprint a 2016 W2 and in quickbooks desktop pro 2018 I only have the transmission details and no pdf of the 2016 W2's   If I recreate it, it prints saying 2017.  Why can't I reprint a 2016 W2???
Level 1

I'm having the same issues as the previous commenters. Wh...

I'm having the same issues as the previous commenters. Why hasn't this been addressed by Quickbooks?? It should not be this hard to reprint a W2. This is ridiculous.
Level 1

I need to reprint a W2 also.  With the new drivers licens...

I need to reprint a W2 also.  With the new drivers license issue I think we will need to do this more.  How do I reprint a W2 from the prior year?
Level 1

QBs still doesn't keep more than a couple of years of W2s...

QBs still doesn't keep more than a couple of years of W2s.  Time to change that QB folks!
Level 2

Hello?!---does anyone read these comments?

Hello?!---does anyone read these comments?
Level 1

Yes!

Yes!
Moderator

Re: I also need to reprint a 2016 W2 and in quickbooks deskto...

Hello everyone,

 

Thanks for reaching out to the Community. I'm here to provide information about the W-2 form from the prior years.

 

All the W-2 forms sent through QuickBooks Online will show under Filing History. You can access and print the forms that show through this section.

 

To access and print them:

  1. On the left navigation bar, click the Employees menu.
  2. Select Payroll Tax Forms & W-2s, then click Process Payroll Forms.
  3. Under Filing History, find the prior year's W-2. 
  4. To access and print your W-2 information, click on the link under the Saved PDF column.

If you want to view previously submitted W-2 forms (filed outside QuickBooks), you need to reach out to one of our Phone Support Team. They can pull up your information in a secure environment and help you print the W-2 form you need.

 

You can reach them through this article:

 

Get help with QuickBooks Online

 

Feel free to drop a comment below if you have any questions. The Community team is always around to assist you.

Level 1

Re: Good day, macurryartist! I'm here to help you print the p...

I no longer QB Payroll but need to access my old W-2's how do I access them?

Moderator

Re: Good day, macurryartist! I'm here to help you print the p...

Hello there, @kpf88.

 

Thanks for joining this conversation. I'm here to share some information about accessing old W-2 forms in QuickBooks Desktop (QBDT).

 

There are two ways to access your old W-2 forms. You can either go to the Filing History or navigate to the folder containing the .pdf form and open it without using QBDT.

 

To go to Filing History, here's how:

 

1. Go to Employees menu at the top, then pick Payroll Tax Forms & W-2s and Process Payroll Forms on the drop-down.
2. Click Saved Filings under Filing History to locate the old form.

 

1.PNG

 

To navigate the folder containing the .pdf form, here's how:

 

1. On your computer, go to C:\Users\Public\Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks 20xx\(Company Name) Tax Form History.
2. Select the folder of the archived form that you need. The folder name will have 941, W2, etc. in the title.

 

Please note that you need to have an updated version of PDF Reader to open the file.

 

For your reference, you can also check out this article and scroll down to Can I still access my archived forms even if I no longer have an active payroll subscription for further guidance: Print W-2 and W-3 forms.

 

That should point you in the right direction. Please let me know how it goes or if you're referring to something else in the comment section. I'd be glad to answer if you have any follow-up questions. Take care and have a good one.

Level 1

Re: Good day, macurryartist! I'm here to help you print the p...

I only find the single copy for each employee that I sent with the W3. I need to reprint a 3 copy W2 for a single employee.

QuickBooks Team

Re: Good day, macurryartist! I'm here to help you print the p...

Hello there, @MarkfromMissouri.

 

Thank you for joining us here in the Community. I can help you re-print three copies of your employee's W-2s.

  1. Click Employees.
  2. Choose Payroll Center.
  3. Select the File Forms tab.
  4. Choose Annual Form W-2/W-2 Wage and Tax Statement/ Transmittal.
  5. Click Create Form.
  6. Select the employee name. 
  7. Review the form and click Print for Your Records.
  8. Click Print PDF.
  9. On the Adobe window, press and hold Ctrl+P.
  10. Enter 3 on the Copies field.
  11. Click Print.

 

That should print the W2s, MarkfromMissouri.

 

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!

Level 1

Re: I need to reprint last years W-2's. Where are my old w-2's kept?

Actually, for the current QuickBooks Online, select the tab on the left for TAXES, then ANNUAL FORMS, then select current or archived.

 

 

Level 1

Re: Good day, macurryartist! I'm here to help you print the p...

I need to reprint an employee's 2018 W-2 that he lost.  When I go to the saved filings and click on the saved pdf, the individual W-2's do not show up?  

QuickBooks Team

Re: Good day, macurryartist! I'm here to help you print the p...

Thanks for dropping by the Community, @Cschley.


I’m here to provide some information on how you can re-print the W-2s in QuickBooks Online.


You can easily print a copy of your employee’s W-2s from the Payroll Tax page. Let me show you how:

  1. Go to Taxes menu at the left panel and select the Payroll Tax.
  2. Click the Annual Forms link on the Forms section.
  3. On the Annual Tax Forms window, select either All employees or specific employee from the drop-down menu.
  4. Choose W-2, Copies B, C & 2, and it’ll route you to the Printable Employee Copies: Form W-2 page.
  5. Select the appropriate period from the drop-down, then View to launch the Adobe Reader.
  6. Hit the Print icon on the Reader toolbar. Then Print again.

w2 1.PNG w2 2.PNG w2 3.0.PNG w2 4.PNG

 

Here’s an article that tackles more about this: View and print W-2 forms in QuickBooks Online Payroll.


This information should get you on the right path.

 

Let me know how it goes. I’m just a comment away if you need anything else. Have a good one!
 

Level 1

Re: Good day, macurryartist! I'm here to help you print the p...

i need help with w2's from 2017

QuickBooks Team

Re: Good day, macurryartist! I'm here to help you print the p...

Thanks for joining this thread, @crystal43

 

You can either select the Filing History under Saved Filings or browse to the folder containing the .pdf form if you're using QuickBooks Desktop Payroll. I'd suggest performing the steps provided by FritzF above. You can also refer to this link for additional guidance about getting 2017 W-2 forms: Print W-2 and W-3 Forms

 

You can go to the Payroll Tax page to print your old employee W-2 forms if you're using QuickBooks Online Payroll (QBOP). I also recommend following the steps provided by KhimG above. 

 

If you're an employee and want to access your prior W-2s in QuickBooks Workforce, these will not be available in the website. You'll need to contact your employer for the details about your 2017 W-2s. For more information about this process, here's the article you can visit: Access W-2s in Workforce

 

The resources above will point you to the right direction, @crystal43

 

If you’re experiencing any hurdles when getting your 2017 W-2s, please let me know. I’ll jump right back in to assist you further. Have a good day.

Level 1

Re: I also need to reprint a 2016 W2 and in quickbooks deskto...

To those replying on this thread for how to reprint a W2.. yes those are the directions but the actual QUESTION was the issue with the 404 File not found. I am having the same issue with ALL of my tax forms; Quickbooks shows the link in the history but every link is broken and gets a 404 file not found page. I've tried everything and nothing works. 

Quickbooks needs to address this issue. 

QuickBooks Team

Re: I also need to reprint a 2016 W2 and in quickbooks deskto...

Thanks for sharing your concern with us, @MryAllnCnsltg.

 

If your file is shared on a network or you are on a multi user mode, this can be the reason why the error 404 File not found when reprinting W2's in QuickBooks Desktop.  

 

QuickBooks uses Internet Explorer to open files outside of the software and IE has a tendency to treat UNC (Universal Naming Convention) path or paths that start with \\ as a Web URL. Thus, IE puts "Http:" in front of the UNC Path which makes it incorrect. This results to QuickBooks not being able to locate the file (check out the snip below to know what I'm referring to).

 

To fix this, the network drive needs to be mapped for Internet Explorer to recognize that the path is a location of a file. Before doing so, verify if you have a QuickBooks compatible PDF reader installed. If you have Adobe PDF Reader DC, you need to downgrade to Adobe 11.0 as QuickBooks currently has compatibility issues with Adobe PDF Reader DC.

 

Once done, confirm that the company file is saved on a network drive. 

 

To do that:

  1. Press F2 on your keyboard to launch the Product Information window.
  2. Review the Location under the FILE INFORMATION section.
  3. If the location or file path starts with \\ then the company file is saved on a server or shared drive. 

After that, let's start mapping the server drive by following these steps:

  1. Open the Computer window by clicking Start then Computer.
  2. Click Map Network Drive.
  3. Select the Drive letter from the dropdown and make sure that it is not an existing drive as it might affect how your other drives perform.
  4. Enter the network drive in the Folder field. Only use the network or server drive and not the whole location.
  5. Click Finish.

Now, check the file location again by pressing F2. If it shows the mapped drive, go ahead and pull up the Saved Filing. If the location still shows the UNC path or starts with \\, perform these steps:

  1. Create a portable file.
  2. Save it to the same location as your company file on the network or shared drive.
  3. Open the portable file by restoring it to the same location as your company file. Make sure not to override the original company file.
  4. Once the company file is opened, check the location again and it should show the Mapped Drive.
  5. Go ahead and pull the Saved Filings.

If doing this doesn't make a difference, I recommend to locate and print the forms manually. Please follow the steps presented by my peer FritzF above.

 

You've got me here if you have any other questions. It'd be my pleasure to help. Wishing you and your business continued success!

Level 1

Re: Good day, macurryartist! I'm here to help you print the p...

there is no saved PDF button

QuickBooks Team

Re: Good day, macurryartist! I'm here to help you print the p...

Hi there, billy bobs beer belly.

 

The Saved PDF button is located at the bottom of the Payroll Tax Form. I attached a screenshot below for visual reference.

 

 

If you're still unable to find the Saved PDF button, I suggest to update your tax table to stay up to date. Follow the steps below.

 

Download the latest tax table first in QuickBooks Desktop. Here's how:

 

1. Click the Employees menu.

2. Choose Get Payroll Updates.

3. Select the Download Entire Update checkbox.

4. Hit Download Latest Update.

 

After that, install the latest tax table from a CD.

 

If you use the disk delivery service, you'll need to enter first your service and disk delivery keys. If you don't have your service key, use the Automated service and disk delivery key tool. Sign in with your Intuit Account login.

 

1. Click Employees menu. Then choose Payroll.

2. Enter the payroll service key.

3. Click Add on the QuickBooks Service Sign-Up page.

4. Select Next after entering your service key.

5. Enter your desk delivery key, select Next.

 

Please check this article for additional information on how to get the newest payroll tax table in QBDT Payroll: Get the latest payroll tax table update.

 

If you have archived previous forms, please check this article on how to access this: Print W-2 and W-3 forms.

 

You can always come back here in Community if you need anything else.

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