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Robert M.
Robert M., Consultant
Category: Financial Software
Satisfied Customers: 8958
Experience:  30 yrs. of computer experience in financial and marketing departments.
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How can I use Quickbooks on multiple computers - with only

Resolved Question:

How can I use Quickbooks on multiple computers - with only one user?
Submitted: 5 years ago.
Category: Financial Software
Expert:  Robert M. replied 5 years ago.

RobMark :

the way to do that is to have both computers use the same data file

RobMark :

That is you create a shared folder on one of the computers and you save your company data file in that folder

RobMark :

when you open the quickbooks on the other computer you go to file / open

RobMark :

and browse to the shared folder on the other computer and open that same data file

Customer:

so-if i have primarily been using one computer, it would be wise to save that data in the in the shared folder first?

RobMark :

yes

RobMark :

or make the folder where it already is a shared folder

Customer:

i promise i am not a total computer idiot - so i will try not to take too much of your time ;)

Customer:

but...

Customer:

how do i save company data file into the shared folder

Customer:

where do i go in QB to do this

RobMark :

it is in the file menu. what version do you have

Customer:

2010 pro

RobMark :

ok i havent got that right in front of me but

Customer:

save copy or backup?

RobMark :

you can either search for *.qbw which will show all of your company files and just copy the correct one through windows

RobMark :

save copy

Customer:

that's what i found under file

RobMark :

that will do it

Customer:

sigh...okay im so worried about it!

RobMark :

just make sure that you use the file / open to get that copy

Customer:

can i try to do while i have you here?

RobMark :

sure if you want to open it at the same time on both computers you have to set it to multi user

Customer:

i'm already there

RobMark :

ok great

Customer:

it's asking me what kind of file i want to save:

Customer:

backup

RobMark :

what are your choices ?

Customer:

portable company file

Customer:

or accountant copy

Customer:

i would choose portable company

RobMark :

grrrr no you dont want that one

Customer:

except it says a 'compact version'

RobMark :

yes that is designed for transferring to a different computer or a different version

RobMark :

the accountants copy might work it is basically the same

Customer:

ok

RobMark :

but probably the easiest thing to do is just copy it through windows

Customer:

how do i do that?

Customer:

i'm sorry....

RobMark :

yeah actually quickbooks recomends using the windows copy feature lol

RobMark :

do you know where the file is now ?

Customer:

:)

RobMark :

if not you can do a search for *.qbw

Customer:

where do i search?

Customer:

i know you're thinking "she said she wasn't a computer idiot" ...lol

RobMark :

what operating system do you have

RobMark :

lol i would never think that

Customer:

this one that im transferring FROM is windows 7

Customer:

transferring TO is XP

RobMark :

ok which one do you have the shared folder set up on ?

RobMark :

in windows 7 when you click the start logo on the bottom left you get a white box as part of the menu

Customer:

I think both, but I am definitely looking at a "shared docs" folder on the old comp aka:XP

RobMark :

put *.qbw in that box it should find it

RobMark :

you cant do both. that defeats the purpose

RobMark :

you need one file in one shared folder that both computers access

Customer:

I found it...

RobMark :

ok right click on it

RobMark :

select copy

RobMark :

lets put it on the xp that way we know we can find it from both computers

RobMark :

click on network neighborhood or network

RobMark :

you should be able to see the other computer

Customer:

yes

RobMark :

ok if you double click on it you should see something that says shared documents

RobMark :

xp usually sets that up automatically

Customer:

okay

RobMark :

open it and right click on a blank part and select paste

Customer:

okay

Customer:

that's it?

RobMark :

now from the quickbooks on the windows 7 computer

RobMark :

click file / open

RobMark :

and browse to the xp computer

RobMark :

and the shared folder and open the file that you just copied

Customer:

okay!!

Customer:

:)

RobMark :

great thats how you open it in that computer.

Customer:

okay - final question - promise

Customer:

will they always update eachother then

Customer:

since i am sharing them on the network

RobMark :

from the xp computer go to file / open and browse to the shared documents folder on the xp computer and open it

RobMark :

they dont have to update "each other"

RobMark :

they are using the same data

RobMark :

its like if you and a friend were writing things in a notebook and you wanted to have the same things

RobMark :

you can either have 2 notebooks and try to copy everything either of you does

RobMark :

or you can have 1 notebook and each of you walks over and picks it up when you want to write something

RobMark :

the way we just set it up you only have 1 notebook

Customer:

awesome

Customer:

i think it's a go then

Customer:

its in the shared file

Customer:

it is telling me i have to set up for mutli user something or other, but i think i can fix that

RobMark :

as long as you make sure that is the file you are opening from each computer. ( you might want to rename it so it doesnt have the same name as the old file so you can always tell )

Customer:

can i print this conversation we have had for future reference?

RobMark :

yes you go to file / utilities / host multi user access

RobMark :

yes you can probably just highlight everything and then right click and select copy then open something like notepad or even ms word and right click on the blank page and select paste

RobMark :

then you can save the document or print it

Customer:

okay! thank you very much for your help

RobMark :

or this entire page will be around for awhile you can get back to it by adding it to your favorates list

RobMark :

If you are happy i would greatly apreciate if you clicked the accept button because that is the only way that i get paid :-)

Customer:

i will do that!

RobMark :

thanks ? add it to your favorates and if you have a problem in the next few days you ca n post back in and i will continue to answer. But i think you should be good.

Customer:

so i can hit accept today and if i have other issue i can pull this chat back up?

RobMark :

yes if it is on the same problem and it is in the next few days before they close the question

Customer:

cool thanks again

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