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Looking at a report in QuickBooks is great, but often you also need a hard copy of the report to pass out at a meeting or to include with your tax return. At other times you need a copy of the report as a file on your computer. Perhaps the budget report in an Excel file so you can what-if games with your budget for next year or a PDF copy to send to your accountant. In QuickBooks, you can print a report, save it as a file, or export it to a file format right from within the Report window.
On the Reports menu, point to the category that the report is in, such as Company & Financial, and then choose the report you want, Profit & Loss Standard for example. Choose a date range for the report. To print a report, in the Report window toolbar click Print. The Print Reports dialog box opens. QuickBooks automatically selects the Printer option. So to print the report, just leave that option selected.
If you want to print to a different printer, choose it in the dropdown list. Similar to printing in other programs, you can choose whether to use Portrait or Landscape Orientation. You can choose the pages to print and the number of copies. Turn on the Page break after each major grouping, if you want to split the report when it gets to a major heading. For example, like assets or liabilities in a balance sheet report. When you're ready, click Print to print the report.
To save the report as a PDF file, on the File menu, choose Save As PDF. The Save document as PDF dialog box opens, so you can name the file and choose the folder to save it in. Then click Save. To save the report to a spreadsheet, in the Report toolbar click Export. The Export Report dialog box opens. If you want to create a new Excel workbook, you can leave the new Excel workbook option selected. Just click Export.
To add the report to an existing file, select an existing Excel workbook option. You can choose a workbook that you want to put the report in and you can even export the report to an existing worksheet within that Excel file. Whether you create a new workbook or use an existing one, the Advanced tab has lots of check boxes and options, but in most cases QuickBooks sets these the way you want. So when you're ready, click Export.
Excel starts up and displays the report. You can work on it in Excel as much as you want and save it when you're ready, as you would in any other Excel workbook. Whether you save a report as a file or a PDF, you can also print that file using the Print function within your computer's operating system.
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