How to Print W2 in QuickBooks Online (Complete Guide)

Navigating through QuickBooks Online to print your W2 forms can be quite straightforward once you know the steps to follow. This article aims to guide you on how to print W2 in QuickBooks Online, with additional insights on viewing W2 online, finding W-2 forms, and printing them in QuickBooks Desktop.

Print W2 in QuickBooks Online

Printing W2 Forms in QuickBooks Online

QuickBooks Online offers a seamless process to print your W2 forms, ensuring that both you and your employees have the necessary copies as part of your year-end tasks. Here’s a step-by-step guide on how to print W2 in QuickBooks Online:

Step 1: Navigate to Taxes

Start by going to the ‘Taxes’ section, followed by ‘Payroll Tax’. Depending on your settings, your navigation may vary slightly.

Step 2: Select Filings

Under the filings section, you will find resources related to W2 forms. Here, you can manage various aspects of the W2 forms, including printing them.

Step 3: Manage W2 Forms

In the manage W2 forms section, you have the flexibility to edit and view the forms. You can choose to print employer and employee copies for the current or previous year.

Step 4: Printing the W2 Forms

Once you have made the necessary adjustments and selections, you can proceed to ‘View and Print’. The W2 forms will open as a PDF, ready for printing.

How to View W2 Online

Employees invited to use QuickBooks Workforce can view and print their own W2 copies. This not only saves time but also reduces printing and mailing costs. Employees have the option to opt-out of receiving mailed copies, choosing instead to access their forms online.

How to Find W-2 Forms in QuickBooks

Finding W-2 forms in QuickBooks is a simple process. Navigate through the ‘Taxes’ and ‘Payroll Tax’ sections, and under ‘Filings’, you will find the necessary resources to manage and print your W-2 forms.


Can I print w2 on plain paper from QuickBooks online?

Yes, you can print W2 forms on plain paper from QuickBooks Online. However, you also have the option to purchase 3-part or 4-part W-2 paper from Intuit’s market.

Can you print w2 and w3 on plain paper?

Yes, it is possible to print both W2 and W3 forms on plain paper. Ensure that the prints are clear and legible for official use.

How do I print a w2 from a PDF?

After opening the W2 form as a PDF, you can select the ‘Print’ option to proceed with printing the document.

How do I print out my w2?

You can print out your W2 by navigating to the appropriate section in QuickBooks, viewing the W2 form, and selecting the ‘Print’ option.

How do I convert a w2 PDF to Excel?

Converting a W2 PDF to Excel may require a PDF converter tool that allows you to export the PDF content into an Excel spreadsheet format.


Understanding how to print W2 in QuickBooks, whether online or on the desktop version, is essential for efficient payroll management. Ensure that you follow the necessary steps and guidelines to successfully print and manage your W2 forms.

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