Archiving files in QB Desktop

Run the Condense Data utility to split your file.

Thank you for your prompt response.

Are there predefined steps for this, since I am doing it for the very first time.

Or could you please guide me on how to do this.

Do not want to mess up with any files.

Fyi

https:// quickbooks.intuit.com/learn-support/en-us/data-utilities/use-the-condense-data-utility/01/203359#M127

Is condensing the only option available in QB Desktop.

Condensing removes Audit Trail and Transaction reports.

Can't I just achieve the files so that they are available for extracting whatever needed anytime in future.

Is condensing the only option available in QBD.

Can't I archive my files so that it is available whenever needed with all the data.

Condensing removes Audit Trail and other stuff. 

Any other option available other than condensing. ?

Do you have a data file with more than 3 years of data causing sluggish performance? Do you need to reduce the file size to improve responsiveness and speed up the performance of your data file? You may purchase our file size reduction service, a service that will significantly reduce the file size of your data file. The benefits of the service are as follows:

Higher responsiveness and fast performance
Higher Network Stability
Less prone to data corruption issues
Significantly reduced file size -- Expect a 40-75% reduction in size.
Remove inactive customers, vendors, items to stay under the 14,500 limit for Pro/Premier(Optional)
Convert large files to QuickBooks Online
Makes upgrading to newer versions faster and easier
Improved performance with third-party applications
Fix Error: Company file is too large to export transactions. (Because the file is too large, we can't export your transactions to QuickBooks Online).
Fix Error: The QuickBooks Online server rejected the company file data with error

This service is an advanced version of the Condense feature available in QuickBooks. You will get a fully usable data file with a reduced file size and all historical data.

Any link for the pricing and features ?

Hi Jay,

I'm excited for you to try QuickBooks Online. That said, you can visit this page to review what version and the lists of features that work best for your company: Plans & Pricing.

I've also added this reference as your guide about account management in QuickBooks Online: QuickBooks Q & A.

Mention my name if there's anything that I can help. Take care!

@Jay Doshi 

Is your question addressing to my reply? Check our profile name and send your business email address to us in a private message if you are interested to explore your option.

I have files from 2001.  I want to Archive them now that i am no longer in business.  I want to just have data up to 12/31/21.  Thank you!

Good day, @gkenn2. I’m here to share some information about archiving data from prior years in QuickBooks Desktop.

Currently, archiving your data in QuickBooks Desktop is unavailable. You might want to condense your file so that all the closed transactions will be converted to journal entries. I’ll show you how:

1. Go to File and select Utilities.
2. Choose Condense Data.
3. Tap OK.

Here's an article you can read to learn more about the Condense Data tool. This includes its limitations and the actions you’ll need to take note of for the process.

You can also use your existing company file to establish a new company file, then export data starting with your fiscal year (12/31/21). This way, you don't have to start from scratch. The lists and the Chart of Accounts will be saved. However, the balances and past transactions will be excluded.

Here’s how:

1. Select File.
2. Choose the option New Company from Existing Company File.
3. Follow the onscreen instructions, then click Create Company.

I’ve added this article for your reference in case you want to export reports as Excel workbooks in QuickBooks Desktop. It also includes the steps if you’re using QuickBooks Desktop for Mac.

Feel free to reply to this thread if you need further assistance with archiving files. I’m always here to help.