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Reprint W-2 in QuickBooks for Filing Tax Electronically

W2 Forms in QuickBooks Desktop and Online

This blog post will expound on the W-2 tax forms that can be filed electronically. Users can reprint W-2 forms in QuickBooks for more taxation processes. QuickBooks offers this service under its payroll category.

Please read the full blog.

Use QuickBooks for your W-2 forms

QuickBooks software is an Intuit product that allows users to do bookkeeping, inventory, bank reconciliation, payroll, taxation, etc. It is one of the top applications in North America because of its usefulness. Such as employers can generate W-2s for employees which reduces the cost and physical activities.

Read more: boastcity

W2 Forms in QuickBooks Desktop and Online

In order to pay your annual taxes, users of QuickBooks Desktop and Online can generate W-2 forms. The electronic filing deadline is Monday, January 30, 2023. Additionally, electronic filing provides you with additional time. The W2 form is used by the Internal Revenue Service (IRS) to classify an employee’s wages, salaries, or other compensation, as well as any taxes that are due. Employers fill out the W2 Forms, which are also referred to as the official Wage and Tax Statement, and they send them to the government along with the employees involved.

How to print W-2s in QuickBooks Online Payroll

Users can print W-2s in QuickBooks Online Payroll, follow this quick scheme below:

  • Click on Payroll Center, after visiting Employees.
  • Check if the File Forms tab is available.
  • Select Forms & W-2s to view and print.
  • After entering your PIN for payroll, select OK.
  • Choose the tab for W-2s.
  • Select the year, then select individual or all employees.
  • Select Open/Save Selected.

How to print old W-2 in QuickBooks Online

W-2s from previous years, as well as other forms filed, are saved in the Payroll Center under the Filing History. Here’s how:

  • Select Employees from the menu.
  • Click Process Payroll Forms after selecting Payroll Tax Forms and W-2s.
  • Find the W-2 form, from the prior year under Filing History.
  • Click the link in the Saved PDF column to view and print your W-2 data.

How to reprint W-2 in QuickBooks Desktop 2022

If you lose or misplace your W-2 form, you can reprint it from QuickBooks. If you follow the IRS requirements, you can reprint the W-2 tax terms in this way:

  • Head to the Menu bar at the top. Click on Employees from there.
  • Choose the Payroll Center
  • Click on the Annual Form by moving your cursor there.
  • To access the drop-down menu, scroll down; select the worker for whom you would like to reprint the W2 form. Tap on the W2 copies B, C, and 2 after that.
  • Click View Reprint after entering the year. Include the IRS-required reissued statement (only if you are reprinting).
  • Click the View Report The PDF Version of the w2 form will now be displayed in the new window.
  • Tap on Continue after that.
  • You can choose any choice, i.e., clear/punctured paper or straightforward plain paper, to republish the W2 structure.
  • Last but not least, select Print from the File menu

How to Reprint W2 in QuickBooks Assisted Payroll

Readers must exercise caution in this situation. As an example, if you want to reprint a W-2 form in QuickBooks Assisted Payroll, make sure it says “REISSUED STATEMENT” on it. Then there are the attached copies of 2, B, and C. Finally, a copy of the W2 form filling guidelines must be furnished.

  • Launch the Payroll Tax Center in QuickBooks.
  • Under Employees, select Payroll Center.
  • Click View/Print forms and W2s under the File Forms
  • Now, click OK after entering your payroll PIN.
  • Click the W2 Page to see the rundown of workers. (in case, you don’t find the list of employees then click View/Print W-2 forms for all years)
  • You can now view and print your employees’ W2 forms by clicking on their names.
  • Now select View Reprints and check to see that the W2 forms have the REISSUED STATEMENT watermark, which is added automatically.
  • Open forms with Adobe Reader and print them on perforated paper.

How do I find the previous year’s W-2 in QuickBooks?

If you want to find previous years’ W-2 in QuickBooks, check out these steps

  • Click on the Employees
  • Select Payroll Tax Forms & W-2s, then click on Process Payroll Forms.
  • Under Filing History, find the prior year’s W-2.
  • To access and print the W-2 information, click on the link under the Saved PDF

Print W-2 in QuickBooks Desktop and Online with Adobe Reader

To do the above, execute this method as it is:

  • Select the option labeled Payroll Tax Center.
  • Select the Workers
  • Then, click on the Finance Center.
  • Choose File Forms from the menu.
  • Select W-2s from the View/Print Forms
  • Fill in your Payroll PIN
  • Select the OK
  • Click on View Employee W2 forms This displays all years’ links.
  • Click on the Employee’s name here if you want to print the W2 form for them.
  • Then, at that point, adhere to the on-screen guidelines given by Adobe Reader.
  • Select Print from the File

Cannot print W-2 in QuickBooks Desktop

QuickBooks typically does not prevent users from printing. The solution to the printing problem is now available. Adobe Acrobat Reader, for example, may be out of date. If the problem persists after the reader/viewer has been updated, please contact our QuickBooks Support team

Access the archived forms with inactive payroll subscription

Without launching the QuickBooks program, you can search the filed W-2 forms in the framework for the folder containing documented information. The files are stored in C:\Users\Public\Documents\Intuit\QuickBooks\Sample Company File\QuickBooks XXXX\ (Write Company name) Tax Form History.

Can I use plain paper to reprint the W-2 form?

To reprint W-2 forms in QuickBooks, it is advisable that you use IRS-approved Blank/Perforated paper.


Finally, we can drive home the point that users can print or reprint W-2 in QuickBooks in a much more feasible way than physically. Electronic filing has more advantages of low cost and time. We hope this is informative!

Summary: The author in this blog refers to the auxiliary things associated with filing W-2s via QuickBooks. Users will find solutions here.





My name is Ashley Green, I am accounting professional providing accounting and fintech and QuickBooks Payroll Services to my clients. This combination of technology, finance and payroll services makes me a better person to serve my clients with exceptional services with any leading accounting software including QuickBooks

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