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jpatriarca
January 14, 2025
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Print individual W2s from list of 22 employees in QB Enhanced Payroll without doing 1 at a time.

  • January 14, 2025
  • 2 replies
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Print individual W2s from list of 22 employees in QB Enhanced Payroll without doing 1 at a time.

Best answer by FishingForAnswers

@jpatriarca  It sounds like you're printing Copy D. This is the employer's copy and does have two employees per page.

 

If you select the option for Copy B/2/C, it will print three different copies for the same employee on one page.

 

If you're wanting to save each page as a distinct PDF file, your options are a bit more limited.

 

While the above option would generate a PDF document with each employee on its own page, if you were specifically wanting to automatically end up with X PDFs where each PDF is a separate employee's W-2, that would be more on the PDF program's side than QB's.

 

Fortunately, Adobe does have an option under the Organize Pages tool called Split. You can pick which pages you want to split off and go from there.

2 replies

JenoP
JenoP
January 14, 2025

QuickBooks Desktop allows you to select all employees simultaneously when printing W-2 forms, rather than having to do it individually. Let me guide you through the entire process, jpatriarca.

 

To start, let's go back to the tax form and choose all employees. Here's how:

 

  1. Go back to the File Forms tab and select the Annual Form W2/W3 - Wage And Tax Statement/Transmittal.
  2. Choose All Employees in the radio button for Process W-2s for, then click OK.
  3. Click Review/Edit, then make sure all information is accurate.
  4. Choose Select Employees, then check all employees that you need for the tax form.
  5. Click Print/E-file.
  6. Select Print and choose the type of paper and the items or copies to print.

 

 

You can read more details about this process in this article: Print your W-2 and W-3 forms.

 

I've also compiled some additional helpful resources on W-2 form processing in QuickBooks:

 

 

Should you require further assistance with tax documentation or any payroll-related functions in the software, please don't hesitate to reach out. We're always here to make sure everything is taken care of.

    BigRedConsulting
    BigRedConsulting
    January 15, 2025

    Not sure what you're asking?

     

    All W-2's are for an individual.

     

    If you don't want to print them one at a time, just follow the standard workflow and they'll all print at once.

    J
    jpatriarcaAuthor
    January 15, 2025

    I am aware of the solutions/instructions you both provide. I have 22 W2s. I want to print them (PDF) so that only 1 person is on a page. QB puts 2 people on a page. Not very helpful for privacy concerns. I know I can select 1, print it, select another, etc.

     

    There should be as option to print the list as separate file/pages.

    J
    jpatriarcaAuthor
    January 15, 2025

    btw, when i say "print", I mean to a PDF. paper is obsolete.

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