UntitledHow to Get QuickBooks Online Payroll to Print W-2s on 3-Part Paper

# How to Get QuickBooks Online Payroll to Print W-2s on 3-Part Paper Printing W-2 forms is a crucial step in year-end payroll processing. QuickBooks Online Payroll is designed to simplify payroll management, including W-2 generation. However, some users face issues when printing on 3-part paper. Even if the form printing preference is set to 3-part, QuickBooks may still print on 4-part paper. This can lead to wasted forms, frustration, and extra work. In this article, we will guide you through the process to ensure your W-2s print correctly on 3-part paper and share tips to avoid common mistakes. For direct assistance, you can contact QuickBooks support at +1-866-408-0444. <hr data-start="1055" data-end="1058" /> <h3 data-start="1060" data-end="1125">Why QuickBooks Prints 4-Part W-2s Despite 3-Part Preference</h3> QuickBooks Online Payroll allows you to choose your preferred W-2 form type. The options typically include single-part, 3-part, and 4-part forms. If your program prints 4-part forms despite selecting 3-part, the issue usually stems from one of the following: <ol data-start="1389" data-end="1974"> <li data-start="1389" data-end="1562"> Incorrect Form Setup – Even if you think the preference is saved, QuickBooks sometimes defaults back to the standard 4-part form due to an incomplete configuration. </li> <li data-start="1563" data-end="1719"> Browser or Printer Compatibility – Online Payroll runs in a web browser. Some browsers or printer drivers may not render the form layout correctly. </li> <li data-start="1720" data-end="1862"> Template Selection Issue – QuickBooks offers multiple W-2 templates. Selecting the wrong template can override your paper preference. </li> <li data-start="1863" data-end="1974"> Outdated QuickBooks Version – Using an outdated version can prevent your changes from saving properly. </li> </ol> <hr data-start="1976" data-end="1979" /> <h3 data-start="1981" data-end="2035">Step-by-Step Guide to Print W-2s on 3-Part Paper</h3> Follow these steps to ensure your W-2s print correctly on 3-part forms: <h4 data-start="2112" data-end="2156">Step 1: Confirm Your Payroll Settings</h4> <ol data-start="2158" data-end="2386"> <li data-start="2158" data-end="2199"> Log in to QuickBooks Online Payroll. </li> <li data-start="2200" data-end="2277"> Go to Settings > Payroll Settings > Forms & W-2 Preferences. </li> <li data-start="2278" data-end="2354"> Under W-2 Printing Preferences, ensure 3-part form is selected. </li> <li data-start="2355" data-end="2386"> Click Save to confirm. </li> </ol> <blockquote data-start="2388" data-end="2512"> Tip: Double-check that your selection remains saved. Sometimes, logging out and back in ensures the change takes effect. </blockquote> <h4 data-start="2514" data-end="2560">Step 2: Select the Correct W-2 Template</h4> <ol data-start="2562" data-end="2841"> <li data-start="2562" data-end="2638"> Navigate to Payroll > Employees > Payroll Tax Forms & W-2s. </li> <li data-start="2639" data-end="2678"> Choose the year you want to print. </li> <li data-start="2679" data-end="2782"> Click Print W-2s and select the 3-part template specifically labeled for multi-part forms. </li> <li data-start="2783" data-end="2841"> Preview the form before printing to verify alignment. </li> </ol> <h4 data-start="2843" data-end="2881">Step 3: Adjust Printer Settings</h4> Printer settings often interfere with QuickBooks form printing. Follow these steps: <ol data-start="2970" data-end="3244"> <li data-start="2970" data-end="3023"> Open the Print Preview screen in QuickBooks. </li> <li data-start="3024" data-end="3053"> Click Printer Setup. </li> <li data-start="3054" data-end="3136"> Select the correct printer and paper size that matches your 3-part W-2 stock. </li> <li data-start="3137" data-end="3244"> Ensure Fit to Page is unchecked. Scaling can shift the alignment and default to 4-part formatting. </li> </ol> <blockquote data-start="3246" data-end="3359"> If you’re unsure about your printer settings, contact QuickBooks support at +1-866-408-0444 for guidance. </blockquote> <h4 data-start="3361" data-end="3406">Step 4: Update Browser and Clear Cache</h4> Since QuickBooks Online Payroll runs in a browser, cached data may prevent your form preferences from saving. <ol data-start="3521" data-end="3669"> <li data-start="3521" data-end="3563"> Clear your browser cache and cookies. </li> <li data-start="3564" data-end="3611"> Update your browser to the latest version. </li> <li data-start="3612" data-end="3669"> Log back into QuickBooks and attempt printing again. </li> </ol> <h4 data-start="3671" data-end="3711">Step 5: Test Print on Blank Paper</h4> Before using 3-part forms, always print a test page on blank paper. This allows you to verify alignment without wasting forms. <ol data-start="3843" data-end="4051"> <li data-start="3843" data-end="3889"> Print a test page from Print Preview. </li> <li data-start="3890" data-end="3971"> Hold it against your 3-part form to check that all fields line up correctly. </li> <li data-start="3972" data-end="4051"> If adjustments are needed, tweak margins and headers in Printer Setup. </li> </ol> <hr data-start="4053" data-end="4056" /> <h3 data-start="4058" data-end="4088">Common Mistakes to Avoid</h3> <ol data-start="4090" data-end="4591"> <li data-start="4090" data-end="4230"> Not Updating QuickBooks Online Payroll – Ensure your version supports multi-part printing. Outdated versions may default to 4-part. </li> <li data-start="4231" data-end="4348"> Skipping Printer Setup – QuickBooks doesn’t override printer driver settings. Verify paper size and scaling. </li> <li data-start="4349" data-end="4460"> Printing Without Preview – Always preview your W-2s. Misalignment is much easier to correct on-screen. </li> <li data-start="4461" data-end="4591"> Ignoring Template Selection – Not all W-2 templates support multi-part printing. Choose the one labeled for 3-part forms. </li> </ol> <hr data-start="4593" data-end="4596" /> <h3 data-start="4598" data-end="4643">Additional Tips for Smooth W-2 Printing</h3> <ul data-start="4645" data-end="5113"> <li data-start="4645" data-end="4766"> Check Paper Type: QuickBooks recommends using standard 3-part W-2 forms. Specialty forms may not align correctly. </li> <li data-start="4767" data-end="4855"> Keep Forms Flat: Avoid printing from forms stored in humid or curled conditions. </li> <li data-start="4856" data-end="4987"> Maintain Printer Health: Clean your printer rollers and check for low ink or toner. Uneven printing can cause misalignment. </li> <li data-start="4988" data-end="5113"> Save as PDF First: You can save the W-2 as a PDF, verify alignment digitally, then print. This prevents wasted forms. </li> </ul> <hr data-start="5115" data-end="5118" /> <h3 data-start="5120" data-end="5176">What to Do If QuickBooks Still Prints 4-Part Forms</h3> If all settings are correct but QuickBooks continues printing 4-part forms, you may need professional support. This could indicate a bug, template issue, or printer driver conflict. QuickBooks support agents can remotely guide you to correct the issue. Call +1-866-408-0444 to speak with an expert who can troubleshoot your specific setup. <hr data-start="5525" data-end="5528" /> <h3 data-start="5530" data-end="5562">Contact QuickBooks Support</h3> QuickBooks offers dedicated support for payroll and tax form issues. Here’s how they can help: <ol data-start="5662" data-end="5954"> <li data-start="5662" data-end="5758"> Step-by-Step Guidance: They can walk you through selecting the correct 3-part template. </li> <li data-start="5759" data-end="5855"> Printer Troubleshooting: Support agents verify printer settings and alignment remotely. </li> <li data-start="5856" data-end="5954"> Software Updates: Ensure you have the latest QuickBooks Online Payroll updates installed. </li> </ol> For immediate help, reach out to QuickBooks Payroll support at +1-866-408-0444. Having your payroll subscription and form details ready will speed up the resolution. <hr data-start="6129" data-end="6132" /> <h3 data-start="6134" data-end="6151">Final Words</h3> Printing W-2s on 3-part paper in QuickBooks Online Payroll is usually straightforward, but small configuration issues can result in printing 4-part forms instead. The key is to: <ul data-start="6334" data-end="6496"> <li data-start="6334" data-end="6370"> Confirm payroll and W-2 settings </li> <li data-start="6371" data-end="6409"> Select the correct 3-part template </li> <li data-start="6410" data-end="6434"> Adjust printer setup </li> <li data-start="6435" data-end="6464"> Test print on blank paper </li> <li data-start="6465" data-end="6496"> Update software and browser </li> </ul> Following these steps prevents wasted forms and ensures smooth year-end payroll compliance. If challenges persist, QuickBooks support is always ready to assist at +1-866-408-0444. By taking a methodical approach and verifying each step, you can confidently print W-2s on 3-part paper without errors. Proper preparation and using the right templates will save time and reduce frustration.