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Level 1

W2 printing on preprinted forms

trouble printing w2 this year on preprinted form file on qb online not lined up for pre printed forms
3 Comments 3
QuickBooks Team

W2 printing on preprinted forms

Let's make sure you'll be able to print W-2 without issues,


In  QuickBooks Online (QBO), you'll have to double-check your printing settings to line up for pre printed forms. To do this, follow the steps below: 

  1. Go to Gear icon, then choose Payroll settings under Your Company column.
  2. Click Form Printing under Preferences.
  3. Choose how you want to print W-2 forms.
  4. Click OK.


Then, print your W-2 forms. Here's how: 

  1. Click the Taxes menu, 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. Select the W-2, Copies BC & 2 link.
  5. Choose the appropriate period from the drop down menu.
  6. Select View to launch Adobe Reader in a new window.
  7. Select the print icon on the Reader toolbar.
  8. Click Print again.


Additionally, you can run payroll reports so you'll know the information you need. Here are the list of reports that you can use: Run Payroll Reports.


Fill me in if you have any questions about printing preprinted forms. I'll be here to help.

Level 1

W2 printing on preprinted forms

I am having same issue on QB Enterprise desktop.  If you line up the top form, the bottom form does not line up (vertically).  Can't seem to find a happy medium where the social security number will be readable on both forms.  I've tried different printers to no avail.


W2 printing on preprinted forms

Thanks for joining the thread, Mary.


QuickBooks is compatible with the majority of printers. I'll assist you in setting it up and adjusting the printer alignment so you can print the form correctly.


If you purchase the forms from us, please follow the steps below:


  1. Go to File, and then select Printer Setup.
  2. Choose the form you want to print from the Form name ▼.
  3. Select Continuous (Perforated Edge) from the Printer type .
  4. Click Align, then choose a template to use.
  5. Once you’ve selected a template, select OK.
  6. Select Coarse, then OK to print a sample form.
  7. Check the pointer line QuickBooks printed across the middle of the sample
  8. Take note of the printer alignment position on the test form for future reference.


If the problem persists, you can make fine alignment adjustments.


Here's how:


  1. Go to the File menu, then select Printer Setup.
  2. Select the form you want to print from the Form name ▼.
  3. Choose Continuous (Perforated Edge) from the Printer type ▼.
  4. Click Align, and then choose a template to use and select OK.
  5. Select Fine, then OK to print a sample form.
  6. Check the alignment grid QuickBooks prints on the sample. Estimate how far to move the text.
  7. In the Vertical and Horizontal fields, enter a number to specify how much and in what direction to move the printed text on the form.
  8. Hit Print Sample to test the form alignment.


For your reference, you can read this article: Fix print alignment in QuickBooks Desktop.


I'm including this resource to guide you if you need to e-file and e-pay your payroll taxes and payments: E-file and e-pay federal forms and taxes in QuickBooks Desktop Payroll Enhanced.


Feel free to post again if you need further assistance printing your forms. I'll be here to help you.

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