How to Export QuickBooks Report to Excel in the Easiest Way?

Do you want to take your reports from QuickBooks and analyze them in Excel sheets? You can quickly save reports with the .xlsx extension of Excel workbooks, PDFs, or CSV spreadsheets.

Now let’s discuss how you can save QuickBooks reports to easily use them in Microsoft Excel.

Steps to Export a Report in QuickBooks Desktop (Windows)

  1. Open the QuickBooks application.
  2. Go to the Reports tab and click on the Reports Center.
  3. Search and run any report.
  4. In the toolbar, select Excel.
  5. Users can also opt for Print or Email for saving PDF as the report.

Export a report in QuickBooks Desktop

Figure 1.1

  1. Select Create New Worksheet to create a new Excel workbook.
  2. If you wish to update an existing workbook with the open report data, click on the Update Existing Worksheet. Select Browse and search for the workbook on your PC. Please note that this overwrites the already saved workbook.
  3. To format the data in a specific way, choose Advanced. It is optional. 
    Note: The report should have less than 256 columns. Remember that Excel allows 256 columns in a worksheet (QuickBooks)

    If you see a message that tells that your report has too many columns, select Advanced

    Select the box of Space between columns and untick it, then click on OK.

    To get more columns, Save your report as a CSV rather than an Excel workbook.

  4. Click OK to export when you’re ready. And to open the report in Excel, you may choose Export

How to Export a Report in QuickBooks Desktop for Mac?

Please Note: Users can easily run the Excel workbooks with Apple version v3.5 or Microsoft Excel 2016 or later, inclusive of Mac Office 365.
  1. Visit the Reports tab and search for the report you desire to export.
  2. Select Export.
  3. Once the file run, click on the File.
  4. Select Save As.

QuickBooks will always open the Excel workbooks with the already set default application. Here’s how to change it.

  1. Right-click on the file.
  2. Click on the Get Info.
  3. Visit the Open With tab, and select Microsoft Excel/Apple Numbers.
  4. Select Change All.

Set your report preferences to modify the file type that QuickBooks requires to export (.sylk or .xlsx).

How to Stay Updated on Reports While Working in Excel?

Once exported, the user can receive the latest version from the QuickBooks application while working on the excel sheet.

Important: Make sure your QuickBooks Desktop is open when you run an update on Excel reports. It will set your permissions and preferences. 

Once done, users can update your reports from within Excel even if your application is closed.

  1. Open Microsoft Excel, and visit the QuickBooks tab. 
  2. Microsoft Excel adds the updates automatically for the first time you export them.
  3. Select Update Report to receive the latest version of the report from QuickBooks.

Why Can’t I Export to Excel from QuickBooks?

Causes of QuickBooks Export to Excel Error

Let’s discuss the causes of the “Can’t export to Excel from QuickBooks” error. Actually, it is more crucial to identify the error’s fundamental cause in order to carry out the proper troubleshooting actions.

The following are a few possible causes of this error:

  • The error may be a result of software updates not being installed.
  • One of the potential causes of the problem could be a partial or incomplete update. (Use the QuickBooks Install Diagnostic Tool to fix QuickBooks installation issues.)
  • MS Excel software may be corrupted.
  • The Windows User Account Controls settings might create issues when exporting files to Excel from QuickBooks.
  • Maybe your computer doesn’t fulfill the minimum system requirements for running QuickBooks.

How To Resolve QuickBooks Not Exporting To Excel?

Solution 1: Updating QuickBooks Software

The software needs to be updated to ensure that QuickBooks operates at its optimal efficiency. The actions below must be followed in order to update the software and subsequently fix the QuickBooks export to Excel error.

  1. Start the software on your PC.
  2. Click “Update” from the main menu.
  3. Complete the update process, then check to see if the problem still persists.
  4. Check the stability of your internet connection.

Solution 2: Disable Windows User Account Control Settings Temporarily

Sometimes, Windows User Account Control settings that are created to secure your system from malicious threats misinterpret QuickBooks and its associated processes as a threat and restrict some or all of the actions that the user does in QuickBooks. This troubleshooting process will temporarily disable the Windows UAC settings and will see if the error is fixed now.

  1. Tap the Windows Start button & search UAC.
  2. Change the settings to Never Notify by clicking on Change User Account Control Settings.
  3. Click OK, and then restart Windows.
  4. Attempt to export a form or report from QuickBooks in Excel format & get to know if the error is resolved.
  5. If the issue persists, follow the upcoming troubleshooting solution.

Solution 3: Try Exporting Using The Appropriate Method.

Sometimes, using the wrong method to export an Excel file can also cause issues. To avoid issues, export Excel files from QuickBooks using the standard procedure only.

  1. By navigating to the Customer Center select Transactions from the Transaction Pane.
  2. Select the transaction for the transaction journal that is in the Transactions list.
  3. Select your transaction journal.
  4. Click the Excel button and create a new worksheet & export this to excel.
  5. Make sure to open the item list first & then your report.
  6. By selecting List, open Item List.
  7. From the Report Menu, select & open the report you want to open.
  8. Click the Email button & then select the Export to Excel option.
  9. Select Excel or Email as Excel Form from the drop-down menu.

Solution 4: Fix the Microsoft Excel on Your Computer

Given that the error is associated with an Excel file, it’s logical to assume that a problem with the installation of Microsoft Excel could result in the problem covered in this article. Try fixing the MS Excel installation before you give up on this error. 

NOTE: Problems with exporting to Excel from QuickBooks may also arise if your MS Office is incompatible with the version of the QuickBooks Desktop you are using. 

Solution 5: Before Exporting To Excel In QuickBooks, Disable the UAC

Windows User Account Control can enforce many restrictions if configured with strict policies. To resolve the export to Excel problem in QuickBooks Desktop, follow the instructions listed below and modify the UAC settings.

  1. Open the Control Panel & search User Account Control from the search bar at the top.
  2. Select UAC (User Account Control) from the results & move the slider to never notify.
  3. Once the changes are saved try again to export an Excel file from QuickBooks. 
  4. If none of the above-mentioned fixes solves your problem, you might need to reinstall QuickBooks Desktop using the QuickBooks Clean Install Tool.

The troubleshooting procedures listed above are meant to help you in resolving the QuickBooks export to Excel not working issue. We hope your query is resolved after going through the above-mentioned solutions.

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