How to Print W2 in QuickBooks Desktop

When the W-2 forms are available and after you are done running the payroll for the year you can print it according to your requirement. These requirements are like for the company’s record, to give the form in replacement, or to give the form for the first time to an employee. Here, you get to know the requirements for printing this form and also the information for how to print the W2 in QuickBooks Desktop.

What are the requirements to Print W2 in QuickBooks Desktop?

The requirements that are needed before printing the W2 form in the QuickBooks Desktop are as follows:-
  1. You must have the QuickBooks latest desktop version that is supportive
  2. Your QuickBooks account has an active payroll with the Enhanced and Standard services
  3. For making the form available, you must have the higher service of payroll than the basic service
  4. Create the summary report of your payroll for the form that asks you the data to enter in it
  5. You must have the papers of W2 that work with the printer and the payroll service
  6. The pre-printed forms are used by the inkjet printers and preformatted or blank papers are used by the laser printers
  7. Update the tax table to the latest or download and install it if you don’t have as it requires the latest payroll tax table.

What are the steps to print W2 in QuickBooks Desktop?

The steps are mentioned below:-
  • In your QuickBooks Desktop account, go to the Employees menu
  • Then select the Payroll center option and open it
  • Now click on the tab File forms
  • After that, you have to select the option View/Print Forms & W-2s
  • It asks you for the pin so enter your Payroll PIN in it
  • Select the tab W-2
  • You have to select all employee names so tick mark the checkbox next to the Employee title at the top for selecting all employees together
  • Click on the option Open/Save Selected
  • Now, if you see the Print instructions window to your screen then you have to select the reason for W-2s form printing
    1. Click on the option “I am printing replacement employee W-2s” for the damage or lost W-2s
    2. Click on the option “I am printing the original employee W-2s” if it is for the new employee and you are giving this for the first time
    3. Click on the option “I am printing W-2s for my records” it is the copy form to save as the records of the company.
  • According to the selection you did before, you got a message for the printing paper. So, attach the correct paper to the printer. If you won’t have the paper with instructions on the back (perforated paper) then you can also print it on the plain paper
  • With the plain paper print, you have to provide the W-2s form instructions to the employee separately
  • The file is opened by the Adobe reader in your system selecting the W-2 form
  • Now in this, click on the File menu
  • Then from further options select the Print option to print the W-2s form.

Some additional information is as follows:-

  • Every employee have the full page with 4 copies of W-2s form
  • In this copy, they get 2 copies of Copy 2 and copy of B and C
  • The W-2 forms are folded with the fold inserted in the bottom of the envelope along the second perforation

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Here is the important information that you must know about how to print W2 in QuickBooks Desktop. If you have any other query or issue then don’t worry the team is available 365 days a year to resolve it. You get the proper solution and the information according to the requirements by the QuickBooks customer helpdesk. You can reach them anytime from anywhere to get all the glitches resolved on time. The team is experienced, talented, and they are glad to help you out of all the problems.

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