Skip to main content

Get 50% OFF QuickBooks for 3 months*

Buy now
Switch to QuickBooks and 70% off for 3 Months
Talk to Sales: 877-683-3280
Hours
Mon - Fri, 5am - 6pm PST
Sat - Sun, 7am - 4pm PST
Product support & help
Need help signing in?
P
PremierRef2019
February 26, 2026
Question

Archive Years of Data

  • February 26, 2026
  • 1 reply
  • 40 views

Can I archive several years of data in a company file and still access it when needed? I really do not want to create a whole new company file.

1 reply

Z
ZuzieGQuickBooks Team
QuickBooks Team
February 26, 2026

Hello there, PremierRef2019! Yes, you can archive data using the Condense Data utility in QuickBooks Desktop (QBDT). Before proceeding, ensure you create a backup of your company file. Go to the File menu, select Back Up Company, and save the backup in another folder for safekeeping.

 

Keep in mind that condensing data is an irreversible process. Be sure to reconcile all accounts and save reconciliation or discrepancy reports in PDF format before continuing.

 

Once everything is ready, follow these steps to condense your data:

 

  1. Go to the File menu at the top.
  2. Select Utilities, then Condense Data.
  3. Hit the best option on how you want to condense your file, then click Next.
  4. Choose what transactions you want to remove, then click Next.
  5. Click Begin Condense.

 


For more information about the process, you can read this article: Use the Condense Data utility.

 

While you're transitioning to QBO, please don't hesitate to reach out if you have any further questions.

    P
    PremierRef2019Author
    February 26, 2026

    Thank you! Sorry for the silly questions but Can I still utilize the same file? Or does it become a separate file I have to access and start a new file?

    E
    EvethCQuickBooks Team
    QuickBooks Team
    February 26, 2026

    Hi there, PremierRef2019! Yes, you can continue using the same company file after archiving data with the Condense Data utility in QuickBooks Desktop (QBDT).

     

    The condense process doesn’t create a new file or require you to start over. Instead, it reduces the size of your current file by summarizing and removing older transactions within your selected timeframe, while retaining all remaining data for accurate financial reporting. The condensed file becomes your active file moving forward.

     

    Since the condensing process is irreversible, it’s recommended to create a backup of your company file before proceeding. This backup preserves all data, including the years you condense, allowing you to retrieve it if needed in the future.

     

    If you have any other questions or need further assistance, don’t hesitate to reach out. We’re here to help!

    Need QuickBooks guidance?
    Log in to access expert advice and community support instantly.
    Terms & ConditionsAccessibility statement