Exporting reports to excel from QuickBooks desktop might seem to be a tough task to many QuickBooks users, but it is all a matter of some steps. If you want to take your reports out of QuickBooks and analyse them in Microsoft Excel, then you can save reports as Excel workbooks, CSV spreadsheets, or even PDFs. In this post we will be talking about the process to export reports as excel workbooks in QuickBooks desktop. Thus, if you are interested in knowing these steps, make sure to read this post till the end.

However, you can also speak with accounting professionals at their dedicated line and ask to assist you. They are a team of professionals and certified QuickBooks ProAdvisors, will ensure to provide the best possible support services instantly.

Exporting a report in QuickBooks Desktop for Windows

The user can export reports, with the help of the steps listed below:

  • At first, the user needs to move to the reports menu in QuickBooks and opt for the reports center tab.
  • And then, open any report.
  • The user can also select the excel tab in the toolbar. And also select the print or email option, in order to save the report as a PDF.


  • The next step is to create a new excel workbook, by selecting the create new worksheet option. In case the user wishes to update an existing workbook with the data in the report opened up, then it is recommended to choose to update existing worksheet option. Also, select the browse option and look for the workbook on the system. The point to be noted here is that this would overwrite the existing workbook.
  • And then, choose advanced option, only if you want to format the data in a specific manner.

Important points: It should be noted that the report should have less than 256 columns. In case you encounter a message stating “Your report has too many columns”, then make sure to click on advanced tab. And uncheck the space between columns checkbox. And also hit OK tab. In case you want more columns, then you can save the report as a CSV instead of an excel workbook.

  • The last step is to select ok, after you are read to export. And in order to open report in excel, the user needs to select export tab.

Getting updated reports while working in excel 

After exporting, the user can get the latest version of the report from QuickBooks. The most important thing to note is ensuring that QuickBooks desktop is open, when the first time the user updates a report from excel. This will set the preferences and permissions. Once done with this, the user can update reports from excel even if QuickBooks is closed.

  • The user will have to move to QuickBooks tab in the Microsoft excel. The first time the user exports the report, excel will add this automatically.
  • And then, the user needs to select the update report to get the latest version of the report from QuickBooks.

Steps to Export a report in QuickBooks Desktop for Windows

  • In QuickBooks desktop, hit a click on the reports menu and then select Reports Center.
  • Locate and open any report and open it.
  • Select Excel from the toolbar. You can also choose either print or email to download the document as a PDF.
  • To create a brand-new Excel workbook, click Make New Worksheet. If you wish to update an existing worksheet by using the information from the report that is open, choose Update Worksheet. Choose the Browse option and then locate that workbook in your PC. Be aware that this will replace the workbook you have already created.
  • If it is time to save, click the OK button. In order to view the file in Excel You can also choose the Export option.

Export a report in QuickBooks Desktop for Mac

  • Export a report to QuickBooks desktop for Mac

Notice: You can open the Excel workbooks using Apple Numbers v3.5 or Microsoft Excel 2016 or later, which includes Mac Office 365.

  • Navigate to The Reports menu. Then select the report you wish to export. Click on the Reports menu.
  • After that select Export.
  • Once the file is open Select the file, then select Save as for saving the file wherever you’d like to save it.
  • QuickBooks will open Excel workbooks using the default application that you’ve set. Here’s how you can change it.
  • After that right-click on the file and choose “Get Info”.
  • On the Start With menu, choose Microsoft Excel or Apple Numbers.
  • Finally, select Change All.

Resolving issues faced during exporting to excel in QuickBooks desktop 

In case you have Microsoft excel installed on the system, but you are unable to export reports and other forms from QuickBooks, then you can fix this by the methods below. It should be noted that, if you are using Microsoft Office 365, using the version installed on the system. Let us check out the steps one by one:

Step 1: Update QuickBooks desktop 


The very first step is to update QuickBooks to the latest release. After the software is updated, the user can export a report, using the steps below:

  • The very first step is to move to the reports menu and then open any report on the list.
  • And then, select the excel tab. All the options should be available, including the excel tab.

In case you are unable to export, even after following these steps:

Step 2: Checking QuickBooks system requirements 

In order to run QuickBooks desktop, there might certain requirement of specific version of Microsoft office. The user will have to check the system requirement of the particular QuickBooks version being used by him/her. If the Microsoft office isn’t compatible with your QuickBooks version, then make sure to upgrade it.

Step 3: Repairing Microsoft Office 

The user can also follow the steps from Microsoft to repair Microsoft office and try to fix the issue.

Step 4: Toggle the windows user account controls 

The user can toggle the windows UAC settings on and off. This will definitely reset the thing blocking the export feature.

  • The user will first have to open the windows start menu. And type user account control settings into the search and open user account control settings..
  • And then select and move the slider to never notify. And also choose ok tab.
  • The last step is to reboot the system.

Try opening the QuickBooks and export a report.

Step 5: Reinstalling QuickBooks 

Lastly the user can reinstall the QuickBooks software to resolve the issue. Microsoft office and excel need to be installed on the system, before installing QuickBooks. In case you didn’t install Microsoft office, the user can uninstall and reinstall QuickBooks desktop. Once you are done, the user can move back into QuickBooks and export a report.


We have tried to summarize all the information related to exporting reports to excel workbooks in QuickBooks desktop. However, in case any of your query remained unanswered, or if you need any sort of technical assistance, feel free to call us at our toll-free and discuss your query with our accounting experts.

Our experts will clear all your clouds of confusion, so do not hesitate in calling us anytime.

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