These are basic utility functions and they haven't changed much over the 7 years that I have been working with QuickBooks
Step 1: Be Aware!!
If you get (Not Responding) in the header bar or window bar, start over
Step 2: Create Back Up and Working File
Copy the Following files to the folder. The xxxxxx being the name that you or QuickBooks gave the files.
Create a folder in the QB original file drive or folder and name it something like QB portable-02-14-12.
Of course this is done while no one is using the file or while no one is making, or will be making, changes to the current file. The usual time is Saturday or sometime after hours
Step 3: Cancel Usual Login
Step 4: Open or Restore
Step 5: Need to Be Admin User
For Creating a Portable file will need to login as Administrator. The process does need Administrative privileges.
Step 6: Double Check Company File
I know this seems like a lot of work, but when you are working with years of a companies records you can never be too careful!
Step 7: Need to Be Single User
Step 8: OK You Are Now a Single User
Step 9: Now the Real Work Begins
Step 10: Select Portable Copy
Be sure the Radio button for “Portable company file” is selected. Then click next.
Step 11: Find the Portable File Location
Step 12: Save File
Step 13: Closing Company File
Step 14: Please Wait
Please remember do not use the computer for anything else. Anything will cause the process to crash and you will need to start over from step 10. .
Step 15: Success!!!
Step 16: Back to the Working File
Be sure to log out as Admin of the QB file and switch it back to Multi-User.
You now have a portable file to send to an accountant, tax person or any other entity that might need it.