print W-2 forms in QuickBooks Desktop and Online

How to Print W2 Forms in QuickBooks Desktop and Online Versions Efficiently? 

In the twist of every new year, companies and people prepare themselves for the time when they will be compelled to submit files that are related to taxes, with printing W-2 forms as the first step. Regardless of whether you choose to manually print the W-2 forms and distribute them through your employees or if, on the other hand, file them electronically, the perfect understanding of the process of how to print W-2 forms in QuickBooks Desktop and Online will be helpful in the organization of the work at the end of the year. 

Simplify Your Workflow with QuickBooks Desktop

If you are using QuickBooks Desktop for your payroll needs, printing W-2 forms can be a seamless process with the following steps:

  • First, go to Employees, then Payroll Tax Forms & W-2s. 
  • Top on the list of the preferred options you need to select is Process Payroll Forms and from the list that will appear select the option Annual Form W-2/W-3. 
  • You can set up the selection of a form according to the aforementioned steps and go further, creating the form. 
  • Choose the employees for whom you plan to file the W-2 forms and then go to the printing/e-filing process. 

To improve the chances of W-2 printing and avoid complications some necessary conditions that should be met by the QuickBooks user include; having an active subscription to the QuickBooks Payroll Enhanced or Standard service, updated tax tables, and appropriate printing supplies. 

How to Print W-2 Forms for a Previous Year in QuickBooks?

If you need to print W-2 forms for a previous year in QuickBooks, follow these steps:

  • To get to the location, go to Taxes and select Payroll Tax. 
  • Go to choices and scroll down to Filings and select Archived files and forms. 
  • Decide on the dates that need to be filled or look for all the relevant papers that had been misplaced. 
  • Move the cursor under Select View to print a W-2 or W-3 form. 
  • Choose the Reader toolbar and find out that the Print icon is available Then, select Print once again. 

Furthermore, the reissued W-2s should say “REISSUED STATEMENT” at the top part and the W-2 instructions if the W-2 was lost or never distributed to the employee in the first place. 

W-2 Form, Buying W-2 Paper, and Printing W-2 on QuickBooks

Indeed, specific recommendations on how to print W-2 forms quickly and efficiently exist and are associated with the acquisition of W-2 kits in QuickBooks. Follow these steps to order your W-2 kit and proceed with printing: 

  • Go to QuickBooks, and sign in: Access Supplies & Checks and select Tax Products. 
  • Select W-2 Blank Kits and proceed with your order on the Web following the prompts on your screen. 
  • When you have your W-2 kit, start imitating W-2s and W-3s beginning from the Jan 1 of the current or prior year. 
  • Below are some measures that you should follow carefully as highlighted in QuickBooks to print W-2 forms for employees. 

Instructions on Printing, Saving and E-mailing of the Employee W-2 Forms using Adobe Reader

For a seamless printing and distribution process of employee W-2 forms, you can use Adobe Reader following these steps:

  • To view the payroll tax table, open QBO, enter the Payroll Tax Center then go to Employees. 
  • Payroll Center, then go to the File Forms. 
  • Choose View/Print & W-2s and type in the payroll PIN. 
  • Access and/or print specific employee W-2 forms using Adobe Reader. 
  • Store the file of employment on your system and within the process e-mail the employee.

Recapturing Employee W-2 Forms in QuickBooks for an Employee who Quit their Job, and Printing Them

Should the need arise to reprint a lost employee W-2 form in QuickBooks, you can follow these steps for a seamless process:

  • In the QuickBooks File, go to Payroll Tax Center then select Employees. 
  • Payroll Center is to be accessed and then File Forms sub-section is to be opened and the View/Print Forms & W2s option has to be chosen. 
  • Enter your payroll subscription PIN and indicate the W-2 form of the concerned employee for reprinting. 
  • Make sure that by reprinting the forms, the wordings “REISSUED STATEMENT” appear clearly on the forms for efficacy. 

Further, another procedure of re utilizing lost W-2s in the address sheet involves utilizing the Saved Filings from the Filing History in the accomplishment. 


It is clear that both for the current, previous, and in the case of lost forms, W-2 can be printed in QuickBooks using the above-stated methods as well as the features offered by the integrated program. Thus, following the descriptions of the steps, which are given below, corporations can optimize their year-end activities and meet the legal requirements regarding taxes. The above outlined tips and guidelines can always allow one to wade through the different steps needed to print W-2s in QuickBooks with ease.

For further assistance reach us at our QuickBooks support toll free number +1-844-926-4607

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