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Get to Know Easy Steps to Export Excel from QuickBooks Desktop

If you need 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.

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

How to Export a report in QuickBooks Desktop? ( Windows)

  1. Open 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
  3. Select Browse and search for the workbook on your PC. Please note, this overwrites the already saved workbook.
  4. To format the data in a specific way, choose Advanced. It is optional.
  5. Note: The report must have less than 256 columns.
  6. If you see a message that says your report has too many columns, select Advanced. 
  7. Select the box of Space between columns and uncheck, click on the OK.
  8. Save your report as a CSV rather than an Excel workbook to get more columns.

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, 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, 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 report from QuickBooks.

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