If you have a subscription to QuickBooks Enhanced Payroll, QuickBooks automatically archives
your payroll tax forms by saving them as
PDFs each time you print or e-file.
(For Form W-2, QuickBooks archives only copy A and Form W-3. These copies cannot to be used for e-filing or distribution to employees. They are intended just for your records.)
For each type of payroll tax form (W-2, 941, and so forth), you can specify that copies not be saved by unchecking the Automatically create an archive when I e-file or print box at the bottom of the payroll tax form window.
You can still save individual forms at any time by clicking the Save as PDF button.
You can always print a copy of a form for your records by clicking the Print for Your Records button.
In the payroll tax form window, click the View Saved Tax Forms link.
To view a document that has been saved in PDF format, you must open it using the Adobe Acrobat Reader. You cannot view it
from within QuickBooks.