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How to Use the Report Window in QuickBooks 2011

If you're comfortable working with Microsoft Windows, working with the QuickBooks Report window should be a snap. Along the top edge of the window, QuickBooks displays both buttons and boxes. You use these buttons and boxes to change the display of the Report window and to control the information shown in the Report window.

Working with Report window buttons

The Report window typically provides eight different buttons: Modify Report, Memorize, Print, Email, Export, Hide Header, Collapse, and Refresh.

  • Modify Report: The Modify Report button displays the Modify Report dialog box. You use this command button to customize a report.

  • Memorize: The Memorize button displays the Memorize Report dialog box. After you memorize these settings, you can later produce the exact same report by choosing the memorized report from the Reports→Memorized Reports submenu.

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  • Print: When you click Print, QuickBooks displays the Print Reports dialog box, which lets you choose how and where the report should print.

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    Click the Preview button on the Print Reports dialog box to display the Preview window. The Preview window shows what your printed report pages will look like.

  • Email: The Email command button lets you e-mail a copy of the report as an attachment. When you click Email, QuickBooks starts your e-mail program for you.

  • Export: If you click the Export button, QuickBooks displays the Basic tab of the Export Report dialog box, which lets you copy the information in a report to a file that a spreadsheet program such as Microsoft Excel can easily open.

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    If you want to copy the report to an existing Excel spreadsheet, select the An Existing Excel Workbook option.

  • Hide Header: You click the Hide Header button to remove the header information, such as the company name. If you hide the header, you can click the Hide Header button again to make it reappear.

  • Collapse: The Collapse button collapses detail on a report. QuickBooks doesn't show subaccounts on a collapsed report, only accounts. To uncollapse a report that you previously collapsed, click the Expand button.

  • Refresh: The Refresh button tells QuickBooks to update a report's information for changes in the QuickBooks data file. This sounds crazy at first, but you can actually leave report windows open. This means that a report window may show a profit and loss statement, for example, from a week ago. By clicking the Refresh button, QuickBooks knows it should update the report for the most recent changes.

Using the Report window boxes

The Report window provides five boxes: Dates, From, To, Columns, and Sort By. These boxes also enable you to control the information shown in the Report window and the appearance of the information.

  • The Dates, From, and To boxes let you tell QuickBooks what reporting interval you want to show in the report. You use these boxes to tell QuickBooks for what month, quarter, year, or whatever, that you want the report prepared.

  • The Columns drop-down list displays a set of column choices. Initially, QuickBooks displays a single total column for a report. However, if you produce, for example, a report that summarizes annual income and expense data, you can use the Columns drop-down list to tell QuickBooks that you want to see monthly columns.

  • The Sort By drop-down list enables you to choose how information should be ordered on a report.

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