If you are struggling with QuickBooks won’t print W-2 forms, you are not alone. W-2 printing issues are common in both QuickBooks Desktop and QuickBooks Online, often caused by misaligned forms, printer settings, outdated payroll updates, or incorrect employee information.
This 2026 guide will provide step-by-step solutions for printing W-2 from QuickBooks Desktop and Online, using blank perforated W-2 paper QuickBooks supports, troubleshooting alignment problems, and ensuring your W-2s are ready for employees and the IRS.
For immediate assistance, call 844-753-8012.
Why QuickBooks Won’t Print W-2 Forms
QuickBooks may fail to print W-2 forms due to:
- Printer setup issues
- Outdated payroll tax tables
- Misaligned W-2 forms
- Incorrect employee information
- Using incompatible paper
Symptoms include:
- Forms printing blank or cut off
- Alignment issues on perforated forms
- QuickBooks freezing or error messages when printing
Common Causes of W-2 Printing Issues
- Incorrect Paper Type – Using non-compatible or plain paper can cause alignment errors. Always use QuickBooks W-2 paper or blank perforated W-2 paper QuickBooks supports.
- Outdated Payroll Updates – QuickBooks requires the latest payroll updates to print current W-2 forms.
- Employee Information Errors – Missing SSNs, incorrect addresses, or incomplete payroll info can prevent printing.
- Printer Setup Issues – Wrong printer selection or settings in QuickBooks can block printing.
- Software Bugs – Occasionally QuickBooks may require repairing the installation or PDF/Print components.
Preparing W-2s Before Printing
Before attempting to print W-2 forms, ensure:
- All employee information is complete and accurate
- Payroll tax tables are up to date
- You have blank W-2 forms for QuickBooks or compatible perforated paper
- You have tested alignment on blank paper
Step 1: Verify Employee Info
- Desktop: Employees → Employee Center → Payroll Info
- Online: Payroll → Employees → Employee Details
Step 2: Update Payroll
- Desktop: Help → Update QuickBooks → Update Now
- Online: QuickBooks Online automatically updates payroll if subscription is active
Using Blank Perforated W-2 Paper QuickBooks Supports
Using proper paper ensures your W-2s print correctly. Options include:
- QuickBooks W-2 paper – Compatible with both Desktop and Online
- Blank perforated W-2 paper QuickBooks supports
- Pre-printed red Copy A forms for IRS submission
Tip: Always do a test print on blank paper to confirm alignment.
How to Fix QuickBooks W-2 Printing in Desktop
Here’s how to troubleshoot printing W-2 in QuickBooks Desktop:
Step 1: Check Printer Setup
- Go to File → Printer Setup → W-2 Forms
- Select the correct printer
- Choose appropriate page size (Letter)
Step 2: Test Print
- Print on blank paper first to ensure proper alignment
- Adjust horizontal and vertical alignment if needed
Step 3: Update Payroll Tax Tables
- Go to Help → Update QuickBooks → Update Now → Payroll Updates
Step 4: Verify Employee Information
- Ensure SSNs, addresses, and payroll info are correct
- Employees missing info will not appear on W-2s
Step 5: Repair QuickBooks PDF & Print Components
- Close QuickBooks
- Navigate to C:\Program Files (x86)\Intuit\QuickBooks [version]\Components
- Run QuickBooks PDF & Print Repair Tool
Step 6: Reprint W-2 Forms
- Load blank perforated W-2 paper QuickBooks supports
- Print W-2s again
How to Fix QuickBooks W-2 Printing in Online
For printing W-2 from QuickBooks Online, follow these steps:
Step 1: Verify Payroll & Employee Info
- Navigate to Payroll → Employees → Employee Details
- Ensure SSNs, addresses, and payroll info are complete
Step 2: Check Print Settings
- QuickBooks Online lets you select blank W-2 forms for QuickBooks
- Test print PDF first before printing on official paper
Step 3: Download PDF
- Click Run Payroll Forms → W-2 → Print
- Save the PDF and test print alignment
Step 4: Print on Perforated or Blank Paper
- Load QuickBooks W-2 paper or blank perforated W-2 paper QuickBooks supports
- Print employee copies and IRS Copy A
Step 5: Troubleshooting
- Browser issues can block printing—clear cache or use a different browser
- Adjust printer scaling settings (100%, no “Fit to Page”)
Call 844-753-8012 if QuickBooks Online W-2 printing still fails.
Tips for Printing W-2s Correctly
- Always test print on blank paper first
- Use QuickBooks W-2 paper for proper alignment
- Update QuickBooks Desktop or Online before printing
- Double-check all employee information
- Keep records of printed W-2s for backup
Common Errors and How to Solve Them
FAQs
Can I print W-2s from QuickBooks Online?
Yes, QuickBooks Online supports printing employee W-2s and IRS copies using blank or perforated paper.
What paper should I use for W-2s?
Use QuickBooks W-2 paper or blank perforated W-2 paper QuickBooks supports.
Can I reprint W-2s from QuickBooks?
Yes, you can reprint at any time before or after filing.
How do I fix alignment problems?
Use the Test Print feature and adjust horizontal/vertical alignment.
Final Thoughts
QuickBooks W-2 printing issues are common but solvable with proper troubleshooting:
- Verify employee info
- Use the correct paper (QuickBooks W-2 paper, blank or perforated)
- Update payroll tables
- Test print before final copies
- Repair PDF & print components if necessary
For professional assistance with printing W-2 from QuickBooks Desktop or Online, call 844-753-8012.
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