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Use a portable company file to e-mail or temporarily move financial data

***NOTE*** - Only the QuickBooks Administrator can do this task.

You can move your QuickBooks company file financial data from one computer to another computer, or send it to another person as an e-mail attachment by creating a portable company file.

Don't use a portable file if you need to work on your company file at the same time as the person you are sending it to. You can't merge changes made by the other person into your company file.

If you are working with your Accountant, consider using an Accountant's Copy instead.

To do this task

  1. Create the portable company file.

    1. Go to the File menu and click Create Copy.

    2. Click Portable company file and then click Next.

    3. Save the portable company file to a folder on your computer, or to a CD, USB flash drive, or other removable storage device.

      The portable company file is saved with a .qbm extension.

    4. When prompted to close your company file, click OK.

      QuickBooks must close and reopen your company file before creating a portable company file.

      Important: When prompted to close your company file, click OK. If you click Cancel, QuickBooks exits the wizard and doesn't create the portable file.

  2. Send or copy the portable company file to the destination computer by doing one of the following:

    • E-mail the portable company file as an e-mail attachment and then copy the attachment to a location on the destination computer.

    • Copy the file from your CD, USB flash drive, or other removable storage device to the destination computer.

    Note the location where you save the portable company file.

  3. Open the portable company file on the destination computer.

    1. In QuickBooks, go to the File menu and click Open or Restore Company.

    2. Click Restore a portable file and then click Next.

    3. Browse to the location where you saved the portable file, which will have a .qbm file extension (for example, mycompanyname.qbm).

    4. Select the portable file and click Open.

  4. Click Next. The Save Company File as window opens.

  5. Rename the company file by typing a new name in the File name field. For example, you may want to adda date or version number such as mycompanyname-Jan2-2012.qbw, or mycompanyname-v2.qbw.

    Never restore a company file without renaming it first unless you intend to overwrite your existing company file. If you do so, you will lose all data in your existing company file. Do not change the .qbw filename extension.

  6. After you rename the file, click Save. QuickBooks converts the portable file to a regular company file, with a .qbw extension.

    You're prompted to perform a backup of the new company file. Follow the wizard to complete the backup.

Note: The .qbw file created from the portable company file might be smaller than your original .qbw file. This is normal.


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