Saving documents as PDF files

You can save all sales forms, registers, graphs, reports, checks, lists, mailing labels, and 1099 forms as PDF files, making it easy for you to keep records, as well as to share with your customers and vendors using email and the Internet.

PDF files can be shared, viewed, and printed by anyone using Adobe's Acrobat Reader, available for download free at http://www.adobe.com.

To save a single document as a PDF file:

  1. Display the item you want to save.

    For example, choose Customers > Create Invoices, and display the invoice you want to save or email as a PDF file.

  2. Click the Print button.
  3. Click the PDF button, and then choose Save As PDF.

To email a single document as a PDF file:

  1. Display the item you want to save.

    For example, choose Customers > Create Invoices, and display the invoice you want to save or email as a PDF file.

  2. Choose File > Email as PDF (the menu item will include the type of item, like E-Mail Invoice as PDF).

Note: If you have multiple items to email, you can also click the “Email later” button on each open item then send them all using File > Email Forms.

Note: QuickBooks utilizes your default email client when you email as a PDF. Because QuickBooks only supports Apple Mail and Outlook 2011 for Mac, your default email client must be one of those.

To make Apple Mail your default email client, launch Apple Mail and choose Mail > Preferences > General. Then choose Apple Mail next to "Default email reader." You can also set Outlook as your default email client by choosing it here instead of Apple Mail.

To make Outlook your default email client, launch Outlook and choose Outlook > Preferences > General. Then check the box next to "Make Outlook the default application for e-mail, contacts, and calendar."

To save multiple documents as a PDF file:

  1. Choose File > Print Forms, and then choose the items you want to save.
  2. In the list that appears, make sure that all the items you want to print are selected.
  3. Click OK.
  4. Click the PDF button, and then choose Save As PDF.

    All items are printed in a single PDF document, one item per page.

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