Printing forms (including reports) to a file

To set up a printer to print to file:

Microsoft Windows Vista:

Click the Start button and select Control Panel. The Control Panel window opens.
Click the Hardware and Sound link.
Under Printers, click the Add a printer link. The Add Printer window opens.
Click Add a local Printer. The Choose a Printer Port window displays.
Select the Use an existing Port option and then click the drop-down arrow and select File: (Print to file). Click Next. The Install Printer Driver window displays.
Under Manufacturer select Generic and under Printers select Generic/Text Only, and click Next until the installation starts.
After the installation completes, click Finish.

Microsoft Windows XP

Click the Start button and select Control Panel. The Control Panel window opens.
Double-click Printers and Faxes. The Printers and Faxes window opens.
Under Printer Tasks on the left, click Add a printer. The Add Printer Wizard opens.
Click Next. The Local or Network Printer window displays.
Select the Local printer attached to this computer option, clear the Automatically detect and install my Plug and Play printer checkbox, and then click Next. The Select a Printer Port window displays.
Select the Use the following port option, click the drop-down arrow and select File:(print to file), and then click Next.
Under Manufacturer select Generic and under Printers select Generic/Text Only, and then continue clicking Next to complete the wizard steps.

After a Generic/Text Only printer is set up on the system to print to file, you can make it the default printer for checks or other types of forms in QuickBooks:

Select the QuickBooks File menu and select Printer Setup. The Printer Setup window opens.
Select the Form Name to print.
Select the Generic/Text Only printer you set up in the steps above.
Click OK.

To print to file on a case-by-case basis, without making it the default setting:

Create the form (for example, a check or report) that you want to print to file.
With the form open in QuickBooks, select the File menu and select Print (form name).
Choose the Generic/Text Only printer that was set up in the steps above.