--- title: "Print Paper W-2s" slug: "print-paper-w-2s" description: "Print W-2s in bulk from Workforce Documents or individually from employee records. Covers paper formats and envelope alignment." updated: 2025-08-25T22:04:13Z published: 2025-08-25T22:04:13Z canonical: "docs.restaurant365.com/print-paper-w-2s" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Print Paper W-2s Paper W-2s can be printed in bulk from the Workforce Documents page or individually from employee records. --- ## Paper & Envelopes for Printing W-2s W-2 forms are printed on either plain or blank perforated paper; both are acceptable to the agency. When printed on 8 1/2” by 11” paper, the employee’s address aligns with the left window of a standard No. 10 business envelope (41/8” by 9-1/2”) --- ## Print W-2s in Bulk Follow these steps to print the W-2s for all employees associated with the legal entity: ****1)** Navigate to the [**Workforce Documents page**](/doc/docs/workforce-payroll-documents).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0IC4UA9Q.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****2)** Select the **Tax Documents** folder.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IHLNE0H2.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****3)** Select the **Federal** folder.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-C15U4RZT.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****4)** Select the folder for the **desired year**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-N3YDV2B9.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****5)** Click the **menu** icon for the **desired W-2 file**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SU32M947.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****6)** Select **Download.**** A zipped file containing PDFs of W-2s for all employees will be downloaded. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-A3XGWBUO.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****7) Print** the desired downloaded PDFs through a PDF viewer.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Y3LVWZ10.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) --- ## Print a Single Employee W-2 Follow these steps to print a W-2 for a single employee: ****1)** Navigate to the desired employee’s [**employee record**](/doc/docs/employee-record).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8TQFT8VN.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****2)** Select the **Payroll tab.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KTSPRHG7.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****3)** Select the desired **Annual Statements year**.** > The Annual Statements year is not displayed when the employee does not have W-2s for multiple years. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MMT1I9T9.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****4) Click** the **desired W-2**.** The W-2 will automatically be downloaded as a PDF. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-I13WRHBN.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) ****5) Print** the downloaded PDF through a PDF viewer.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Y3LVWZ10.png?sv=2026-02-06&spr=https&st=2026-11-11T23%3A57%3A02Z&se=2026-11-12T00%3A57%3A02Z&sr=c&sp=r&sig=4fh0OQls6KzsTLLreFFnXBFkwmoytuDBWsLj%2B2xbc1Q%3D) An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed. A database entry that contains detailed info about an employee, including personal details and employment history.