QuickBooks 2014 Report Window Buttons - dummies

QuickBooks 2014 Report Window Buttons

By Stephen L. Nelson

The QuickBooks Report window typically provides nine buttons: Customize Report, Share Template, Memorize, Print, E-mail, Excel, Hide Header, Collapse, and Refresh. You can find out what these command buttons do by experimentation.

Customize Report button

The Customize Report button displays the Modify Report dialog box.

Share Template button

The Share Template button, which QuickBooks enables after you’ve customized a report in some way, lets you share your customized report settings (not the data) with other QuickBooks users. When you click this button, QuickBooks displays the Share Template dialog box.

Use the dialog box to give your report template a name, describe your customized report with a few choice words, provide your name and e-mail address, and use the option buttons provided to indicate whether you want to remain anonymous. When you click Share, QuickBooks uploads your report template to an Intuit website where other people can grab the template and reuse it.

Memorize button

The Memorize button displays the Memorize Report dialog box. The Memorize Report dialog box lets you memorize, or permanently save, a particular set of report creation settings. After you memorize these settings, you can produce the exact same report by choosing the memorized report from the Reports→Memorized Reports submenu.


You can save a memorized report in the Memorized Report Group. To do this, select the Save in Memorized Report Group check box. Then use the Save in Memorized Report Group drop-down list to select the report group in which the memorized report should be saved.

Print button

The Print command button displays a drop-down list with two options: Report and Save As PDF. If you click Print, QuickBooks (sometimes after a bit of annoyance) displays the Print Reports dialog box, which lets you choose how the report should print and where it should print.

For example, the Settings tab lets you choose the printer, select a page orientation (either portrait or landscape), specify whether you want to print only a range of the report’s pages, control page breaking, and the dimensions (width and height) of the report. If you click Save As PDF, QuickBooks displays the Save Document As PDF dialog box, which lets you create a PDF of report document.


The Margins tab of the Print Reports dialog box lets you specify the margins that QuickBooks should use on the printed report pages. You specify the top, right, bottom, and left margins in inches.


Click the Preview button, provided on the Print Reports dialog box, to display the Preview window. The Preview window shows what your printed report pages look like. The window also includes buttons that let you page to the previous and next pages of the report, zoom in and out on the report, and print the report.

After you’ve used the Settings tab and the Margins tab to specify how QuickBooks should print a report, click Print. QuickBooks sends the report to your printer.

E-mail button

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

Excel button

If you click the Excel button, QuickBooks displays a submenu from which you can choose Create New Worksheet or Update Existing Worksheet. Choose Create New Worksheet to display the Send Report to Excel dialog box.

The Send Report to Excel dialog box lets you take the information in a report and copy it to a file that a spreadsheet program, such as Microsoft Excel, can easily open. You can send the copy to a new Excel spreadsheet, to an existing Excel spreadsheet, or to a .csv (comma-separated values) file, which can be opened by just about any spreadsheet or database program.


To copy the report to a new workbook, select the Create New Worksheet drop-down list entry and then the In New Workbook radio option. To copy the report to a new worksheet in an existing workbook, select the Create New Worksheet drop-down list entry and then the In Existing Workbook radio button.

Hide Header button

The Hide Header button and the Collapse button change the way that the report appears in the Report window and, if printed, on the page.

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 replace the header.

Collapse button

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. QuickBooks replaces the Collapse button with the Expand button when the Report window shows a collapsed report.

Don’t spend any time trying to figure out what the Hide Header and Collapse/Expand buttons do. If you have a question, simply display a report in the Report window and click the command button about which you have a question. The changes in the Report window show you what the command button does.

Refresh button

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. If you’ve entered several transactions in the past week, the report data may no longer be correct. When you click the Refresh button, QuickBooks knows that it should update the report with the most recent changes.

QuickBooks typically prompts you to update a report for changes to the QuickBooks data file. If you don’t follow QuickBooks’s suggestion to update, however, you can later click Refresh to update.