I am having the same problem.  There is an extra line between the street address and the city/state. As a result it won't fit in the address window on the envelope.

Hello, @Powercat96. I'm here to share a few details about printing W-2s in QuickBooks Online.

There are three paper options to choose from Blank 3-part perforated paper, Blank 4-part perforated paper, or Plain paper. You can check out this article on how to buy these products: W-2 Tax Forms.

I recommend doing test prints on plain paper, then make adjustments and print again. Here's an article to ensure your W-2 prints correctly.

Here's how you print your tax forms:

1. Go to Taxes, then Payroll Tax.
2. In the Forms section, select the Annual Forms link.
3. Choose either All Employees or a specific employee name from the drop-down menu provided.
4. Pick the W-2, Copies B, C & 2 link. It takes you to the Printable Employee Copies: Form W-2 page.
5. Put the appropriate period from the drop-down menu.
6. Hit View to launch Adobe Reader in a new window.
7. Click the print icon on the Reader toolbar, then Print again.

For additional information and details on printing W-2s, I've linked a couple of articles below:

• How to print W-2s forms
• View and print employee W-2 forms

If you need any more assistance, please let me know! I'll be here.

I think I can speak for everyone when I say that we have the correct form type selected in the options. 

The problem appears to be on the Quickbooks side, not the user end.  The PDF document being created by the QB system is not formatted to align in the address window properly - the recipient address is too far down on the page.

We want to make sure you can print the W2 form without any issues, Dan14.

This needs to be investigated. Please follow the steps Jen_D provided so you can reach out to our customer care support. A new case may be created that'll be checked by our engineers.

Just a heads up, our phone and chat support are getting a high volume of calls/chats due to the tax season.

You can always post in the Community if you have other concerns. 

Is there a phone number to call?  The online chat is not working!

Let's get this issue sorted out for you, dan14. 

QuickBooks values data security in this forum. With this, we're unable to provide you a phone number to call our support team. Let's use the Get the number option from the Help menu so you can get in touch with them. From there, they can help you resolve your W-2 printing issue. 

A typical browser stores data in the cache from previously visited web pages. However, as it collects information, this may cause performance issues in QuickBooks Online (QBO). That's why the online chat isn't working on your end. To help fix this, I'd suggest performing the browser steps provided by BettyJaneB above. 

Once done, proceed with the steps below: 

1. Go to the Help menu at the upper right.
2. Choose Contact Us.
3. Enter your concern under What can we help you with?.
4. Click Let’s talk.
5. Select Get the number under the Call us section. 
6. Enter your contact info.
7. Choose Get the number. 

The screenshot below shows you the last three steps. 

Additionally, visit this website: W-2 Forms. You'll find steps on how to print your W-2 forms and your employee copies. 

You can count me in if there's anything else you need. Take care always, dan14. 

Yes - me!

Good afternoon, @AmericanRV.

Welcome back to the Community.

I'm here to help you print your W-2s.Let's print W-2s in QuickBooks Online Payroll Full Service, Online Payroll Core QuickBooks, Online Payroll Premium QuickBooks, or Online Payroll Elite QuickBooks.

Document requirements: The employee's copies of Form W-2 can be written on either: blank 3-part perforated document, blank 4-part perforated paper, or plain paper-you must also provide the employee with the W-2 filing instructions.

1. Pick taxes, then Payroll Taxes. 
2. Choose the Annual Forms link in the Forms section. 
3. Select either All Employees or a particular employee name from the drop-down menu given.
4. Click a link to W-2, Copies B, C & 2. It takes you to the Copies of Printable Employees: Form W-2 page. 
5. From the drop-down menu, select the appropriate time period. 
6. To run Adobe Reader in a new window, click View. 
7. From the Reader toolbar pick the print button. Then press again on Print. 

If you have any other questions or concerns, I'm only a reply away.

I don't get that help screen from Intuit Online Payroll.  All I get is a perpetual loop that avoids giving me a phone number to call for support.

Maybe I'm old fashioned, but I don't believe we should have to jump through so many hoops to get a support phone number.  However, I do see the sales phone number is prominently displayed. 

I give up.  Please tell your technical staff to get your W-2 forms fixed so they align properly in the standard envelope windows.  I can't waste anymore time trying to hunt someone down here that understands or is willing to help with this issue.

Thanks for joining this conversation, @dan14.

This has been reported as an ongoing issue. A ticket has been opened (INV-40518) and was escalated to our Product Engineers. They're now investigating the root cause of this alignment problem and are working to fix this as soon as possible.

That said, I highly suggest contacting our Payroll Support team so they can add you to our notification list. This will help our Engineers determine the number of affected users. An email notification will be sent to you once this has been resolved. I'll also inform you here when we get the update as well.

Since you're using Intuit Online Payroll (IOP), please refer to these steps to reach our live support.

1. Go to: https://help.quickbooks.intuit.com/prechats/offerings/IOP-CHAT/15017/view.
2. Fill out the necessary information, then hit Submit.

Just in case, I'll add these articles for future reference:

• How to print W-2s forms.
• View and print employee W-2 forms.

I want to make sure everything is taken care of for you, so let me know if you have any other issues or concerns by leaving a comment in this thread. I'm always here to help. Have a good one!

Have you found a solution? i came in today and I've tried several different formats and they won't line up.

Hello there, amatheny.

W-2 can be printed either on a plain white paper (8.5" x 11"), 3-part perforated paper, or 4-part perforated paper. QuickBooks Online will give you a printable copy of the W-2 which is based on the format you've chosen. Make sure to select the correct perforated W-2 stock before printing it.

1. Go to the Gear icon, select Payroll Settings.
2. Under Preferences, select Form Printing.
3. Select the appropriate W-2 printing option.
4. Click OK.

In addition, please contact our Customer Support Team if it's still not align. We have to investigate it so we can resolve this printing issue as soon as possible. Follow the steps shared by RaymondJayO in reaching out to them.

Reply and mention my name if you have additional questions. Have a great day!

No solution from Intuit. 

I didn't want to wait around, so I got a PDF editor and fixed the misaligned address myself!

This doesn't fix the issue.  No matter if you select 3-part, 4 part or plain paper there is an extra blank line in the address.  So it won't line up properly in the envelopes.

that's what I'm doing now!  What's funny is last week I was able to reduce printing in PDF to 93% and get it to fit in the windows. This week I'm not sure If they made changes or its my new computer but I can't get it to fit no matter which size I change it.

Hi @amatheny,

W-2s printed within QuickBooks Online requires a specific type of envelope for it to align. Using a different style won't work.

In case you're using the required envelope, I suggest contacting our Technical Support team for assistance. They can pull up your account info within a secure environment, as well as investigate the issue further and get it resolved.

Here's how:

1. Log in to your QuickBooks Online company.
2. Click the Help menu.
3. Select Contact us.

If you need to make corrections on a filed W-2, view this article for the steps: Correct or amend W-2 forms.

Do you have other questions in mind? Post them in the comments below, and I'll be sure to get back to you.

I have used the correct envelopes. same as last year.

My W-2s printed with a blank line between EE's street address and City, State - so City, State doesn't show in envelope window.  Had to create and print labels.  Couldn't print labels for EEs from QB. I may have missed it in my hurry to get these done. 

I am having the same problem. I now need to handwrite in the city, state and zip for each employee as they don't fit in the window. It's nothing to to do with Adobe not being up to date - it is. It clearly shows on the pdf downloaded from QB that there is a space added in employer and employee address. This needs to be fixed.

Hi there, @ababc.

When looking at the preview of the W2, you will see blank lines in the company and employee addresses.

For the downloaded pdf form for W-2, the blank line is reserved for Line 2 of the address and is part of the standard format for W-2s this year and in compliance with IRS.

For future reference, here's a helpful article that tackles viewing and printing W-2s in QBO: View and print W-2 forms in QuickBooks Online Payroll.

Let me know if you have additional questions or concerns by leaving a Reply. I'll be here.

Thank you for the answer. The address as formatted does not fit into the envelope window. This is a problem.

We'll have to contact our Phone Support team so we can investigate this further, ababc.

This way, our engineers will do a further research as to why the address does not fit into the envelope. Here's how to contact them:

1. Click the Gear icon, and then click Contact Us.
2. Enter The address as formatted does not fit into the envelope window as your keyword.
3. Click Let's talk.
4. Choose whether you want to Start messaging or Get a callback from us.

Once everything is fixed, you can invite your employee to access their W-2 forms online.

I'm just a post away if there's anything that I can help.

It's nice to see that this issue still hasn't been fixed.  Escalating a ticket to the engineers worked well.

A whole year has gone by, and this issue with the extra line in the address is still not resolved, nor any information provided on status?!