How to rename a file may not seem like rocket science, but if you are renaming a QuickBooks® company file, there are a few things to keep in mind that you may not have considered. First of all, you may be asking WHY you would want to rename your company file and there are several reasons. Perhaps you have been advised to make significant changes to your file and the way it is setup and need a copy of the original file for reference. You may also be condensing your QuickBooks file and want to keep the renamed original intact so you can easily access historical data. Perhaps your DBA or legal business name has changed and you need your file to reflect the change. These are a few reasons you may want to rename the file.
Follow this step by step “How to rename a file” process to rename your QuickBooks company file:
- To rename your company file in QuickBooks, exit the program and make sure all other users in QuickBooks exit the program.
- Open your network drive, “My computer” or wherever your QuickBooks file is saved. (If you are not sure of the answer, run QuickBooks then open your company and press your F2 key. This will tell you the location of your file. Don’t forget to exit QuickBooks once you have the information.)
- Now drill down to the location of your QuickBooks file as determined in the last step. This is important: QuickBooks, depending on the version you have, maintains one or two folders that includes your file’s name as well as other auxiliary files that have your file name. Right click on EACH of those and then choose “Rename”. Now simply enter the new name you are going to use. Do not use special characters other than underscore or hyphen characters. Rename each file or folder with the new name.
- You might have a folder such as “Restored_Company Name_Files” or “Company Name_Images”. In this case, just rename the company name section of the folder name.
Rather than opening your QuickBooks company from the first screen, click on the “QuickBooks Menu” and drill down to File/Open or Restore Company/Open Company File and click on the NEW name.
In most cases you most likely want to change a file’s internal name as well so as not to confuse other employee’s about which file is the one they want to access. To do this, click on the QuickBooks menu Company/Company Information then change the internal file name of the company to match the file name. This way, each time you open the company and the name is displayed near the top of the window, you will see the new name.
We hope our “How to rename a file” tutorial helped you rename your QuickBooks company file! If you have additional questions regarding any aspect of QuickBooks or need QuickBooks help or training, click on the Find a trainer tab above to speak to our QuickBooks ProAdvisor in your area.