How to Print W-2 forms in the QuickBooks Desktop?

How to Print W-2 forms in the QuickBooks Desktop?

The Wage and Tax Statements are another name for W-2 forms. An employer is required to provide these forms to all of his employees as well as the Internal Revenue Service at the end of the year (IRS). A W-2 form reflects an employee’s annual salary and the amount of taxes deducted from his/her paychecks. An employee with a W-2 status is one whose employer reports to the government the tax deductions made from their paychecks. We will discuss all the relevant aspects of this subject and elucidate an easy procedure to print W-2 forms in QuickBooks Desktop.

Essential requirements to print W-2 Forms in QuickBooks

Before printing the W-2 forms, users should be familiar with the various requirements for printing W-2 forms in QuickBooks. Such requirements are enlisted below:


  • Use the most recent version of QuickBooks to print the W-2 form. The QuickBooks version you download needs to work with your installed Windows operating system.
  • QuickBooks Payroll Service has to be activated.
  • The W-2 form must be compatible with the payroll service and the printer device.
  • You can print on pre-printed laser printers, perforated paper, or blank paper. Inkjet printer paper that has previously been used is also a viable option.
  • Make sure the payroll tax table you have is the most recent version.

Why is it important to withhold Tax?

If you are an employer, you have to deduct some of the amounts from your employee’s salary, to file taxes. However, the sum that is deducted is transferred to the IRS, at the end of every month. The employee is not always aware that his employer takes a certain sum from his pay check and files his federal taxes every month.

Steps to Reprint W-2 in QuickBooks Desktop

To reprint W-2 files in QuickBooks, take the following actions:

  • Select the Employees menu item from the top menu bar.
  • From the drop-down option, choose Payroll Center.
  • After that, choose Taxes and Forms in the page’s middle portion.
  • Next, select Annual Forms under Forms
  • From the drop-down menu, choose the name of the relevant employee.
  • Select W-2 Copies, B, C, and 2.
  • Choose View Reprints after choosing the year of the W2 form you want to print. W2 shows as a PDF file in a new window.
  • The Reissued Statement should appear on your W2 in accordance to the Internal Revenue Service. Your newly issued W-2 forms must have these terms printed on them.
  • Afterward, select Next.
  • Soon after, place a plain or perforated W-2 paper in your printer. The plain paper could be preferred if you don’t have any perforated paper.
  • Then, click on Print on the PDF Reader toolbar to send W2 form for printing.
  • When you finish these processes, the W2 forms will print in your QuickBooks account. The information can then be used by your staff to complete W2 forms.

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Winding Up!

The guidelines provided in this article should be sufficient to help you with the process on how to print W-2 forms in the QuickBooks Desktop. If you need any assistance, our certified executives are always available at the desk to sort out any queries of QuickBooks users. All you need to do is ring us a call at 1 800 761 1787 and let our certified professionals address the issue.


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