Print Your W-2 and W-3 Forms in QuickBooks 2026 (Full Guide)

Learn how to Print Your W-2 and W-3 Forms in QuickBooks 2026 for Desktop and Online. Follow our easy guide or call +1(866)500-0076 for expert payroll help!

As the calendar flips to 2026, small business owners know exactly what time it is: tax season. One of the most critical tasks on your to-do list is to Print Your W-2 and W-3 Forms in QuickBooks to ensure your employees can file their taxes and you remain compliant with the SSA. Whether you are a veteran user or a newcomer to the platform, navigating the updated 2026 interface to Print Your W-2 and W-3 Forms can feel like a maze if you don't have a map. In this guide, we’ll break down exactly how to handle your year-end reporting in both the Desktop and Online versions of the software.

Learn how to Print Your W-2 and W-3 Forms in QuickBooks 2026 for Desktop and Online. Follow our easy guide or call +1(866)500-0076 for expert payroll help!

Why Form W-2 and W-3 Matter in 2026

Before we hit the print button, let’s refresh the basics. Form W-2 reports an employee's annual wages and the amount of taxes withheld. Form W-3, on the other hand, is the "Transmittal of Wage and Tax Statements"—essentially a summary sheet that totals all your W-2s for the Social Security Administration (SSA).

How to Print Your W-2 and W-3 Forms in QuickBooks Online

QuickBooks Online (QBO) has streamlined the process, especially for those using automated tax features. Here is how to print w3 in quickbooks online and manage your W-2s effectively.

Step 1: Check Your Automation Settings

If your "Automated Taxes" setting is ON, QuickBooks usually files these for you. However, you still need to print copies for your own records or for employees who opted for paper.

Go to Taxes and select Payroll Tax.
Click the Filings tab.

Step 2: Access the Forms

Select Resources, then click on W-2s.
To print w3 form quickbooks online, look for the "W-3 Summary Transmittal" link.
Select the tax year 2025 (for filing in 2026).

Step 3: Print the Documents

Choose the employee copies or the employer summary.
Click View and Print. This will generate a PDF.
Open the PDF and click the Printer icon. Use plain paper for internal copies or perforated paper for official employee mailers.

Pro Tip: If you need to print w3 in quickbooks online for a previous year, simply use the "Archived Forms" section under the Resources tab.

How to Print Your W-2 and W-3 Forms in QuickBooks Desktop

For those using the classic interface, the steps to print w2 forms in quickbooks desktop are slightly more manual but offer great control over alignment and paper types.

Step 1: Update Your Tax Tables

Before you print w3 quickbooks desktop, ensure your software is updated.

Go to the Employees menu.
Select Get Payroll Updates.
Click Download Latest Update.

Step 2: Process the Forms

Navigate to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.
From the list, select Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
Click Create Form.

Step 3: Review and Print

Choose All Employees and enter the year 2025.
Select the employees you want to print for.
Click Review/Edit to ensure every box is accurate.
Once verified, click Print/E-file.
In the window that appears, you can finally print w3 in quickbooks desktop by selecting the W-3 option from the "For Government" section.

Must Read:- QuickBooks 1099 Forms Guide 2026 for Contractors

Choosing the Right Paper

When you Print Your Your W-2 and W-3 Forms in QuickBooks Desktop, you have options regarding paper:

Blank/Perforated Paper: Most common for QBO and Desktop Enhanced users.
Pre-printed Forms: Requires careful alignment via the "Align" button in the print dialog.
Plain Paper: Usually only acceptable for "Copy D" (Employer records) or if an employee lost their original.

Common Troubleshooting Tips

Sometimes, the "Print" button just won't cooperate. If you are struggling to Print Your W-2 and W-3 Forms, check these three things:

PDF Viewer: Ensure you have the latest version of Adobe Acrobat Reader.
Popup Blockers: QuickBooks Online often opens forms in a new window; make sure your browser isn't blocking it.
Active Subscription: You must have an active Payroll subscription to generate these forms.

Conclusion

Managing payroll and tax forms is a massive responsibility. While the steps above help you Print Your W-2 and W-3 Forms in QuickBooks, technical glitches can happen. If you find yourself stuck, or if you need to Register or Activate QuickBooks Desktop for Windows to get your payroll back on track, don't hesitate to reach out for professional support at +1(866)500-0076.

Frequently Asked Questions

1. Can I print W-2s on plain paper?

Yes, but only for certain copies. The IRS generally requires employee copies to be on perforated paper so they can easily detach the instructions. For your own records (Copy D), plain paper is perfectly fine.

2. How do I print a W-3 if I e-filed?

In QuickBooks Online, even if you e-file, the W-3 is generated as a summary. You can find it under Taxes > Payroll Tax > Filings > Resources.

3. What if I missed the January 31st (February 2nd) deadline?

You should file as soon as possible to minimize penalties. Use the same steps to Print Your W-2 and W-3 Forms and mail them immediately if you aren't e-filing.

4. Why is the W-3 not showing up in my Desktop version?

Ensure you have selected the "Annual" forms category. If it’s still missing, you may need to "Make a New Form Active" in the Process Payroll Forms window.

5. How do I reprint a lost W-2 for an employee?

In both versions, navigate back to the W-2 section, select the specific employee, and print the PDF again. It is recommended to write "REISSUED STATEMENT" on the top of the copy.

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