How to Email, Print, and Export Reports in QuickBooks Online

How to Email, Print, and Export Reports in QuickBooks Online: Video

            This video lesson, titled “How to Email, Print, and Export Reports in QuickBooks Online,” shows you how to email a report, print a report, or export a report in QuickBooks Online. This video lesson is from our complete QuickBooks Online tutorial, titled “Mastering QuickBooks Online Made Easy.”

Overview:

How to Print a Report or Save a Report as a PDF:

            After running a standard or custom report in QuickBooks Online, you can email it, print it, or export it. To print or save a report as a PDF in QuickBooks Online, either click the “Print” button or click the “Export” button and then select the “Export to PDF” command using the button choices immediately above the report’s header to open a “Print or save as PDF” window.

            In this window, select the page orientation from the “Orientation” drop-down at the left side of the window. To either apply smart page breaks or try to fit all columns on one page, select the desired choice from the “Scaling” drop-down. To repeat the report header on each page, check the “Show report headers on all pages” checkbox.

How to Print the Report:

            A PDF preview of the report appears to the right. To print the report, click the “Print” button in the toolbar at the top of the PDF preview or right-click the PDF preview and then select the “Print…” command from the pop-up menu that appears. Doing either action opens your web browser’s “Print” dialog box, which you then use to select your print settings and print the report.

How to Save the Report as a PDF:

            Alternatively, to save the report as a PDF, click the “Save as PDF” button in the lower-right corner of the “Print or save as PDF” window to download the file as a PDF to your computer.

How to Email a Report:

            To email a report as an Excel, CSV, or PDF attachment in QuickBooks Online, click the “Email” button in the button choices immediately above the report’s header to open a “Send (Report Name)” window.

            In this window, enter the recipient’s email address into the “To” field. Enter any courtesy copy recipient email addresses into the “Cc” field. A generic subject, message and report name appear in the “Subject,” “Message,” and “FileName” fields. You can edit these, as desired, to customize the email’s content. To select the report’s email attachment file format, select the desired option button for the “Format” setting. Then click the “Send email” button to send the email or click the “Cancel” button to cancel it.

How to Export a Report as an Excel Workbook or CSV File:

            To download a report to your computer as an Excel or CSV file in QuickBooks Online, click the “Export” button in the button choices immediately above the report’s header. To then immediately download the file as an Excel workbook, select the “Export to Excel” command. Alternatively, to immediately download it as a CSV file, instead select the “Export as CSV” command.