Working with Portable Files
QuickBooks includes a portable-files feature. A portable file is a smaller, condensed version of the QuickBooks data file. The portable file is small enough, in fact, that you can probably e-mail it to your accountant, your sister in Portland, or me.
To create a portable file, choose File⇒Create Copy. When QuickBooks displays the first Save Copy or Backup dialog box, select the Portable Company File option button, click Next, and then follow the onscreen instructions. The process, by the way, resembles the backup process described earlier in this chapter. I find it really easy to save the file on the desktop. Then you can attach it easily to your e-mail and send it out. After the other party receives the file, you can just drag your copy to the Recycle Bin. Your real file remains intact. (A portable file must typically be 10MB or less in size for transmission through most e-mail services.)
To open a portable file, a person (this could be your accountant, your sister in Portland, or me) should choose File⇒Open or Restore Company. When QuickBooks displays the Open or Restore Company dialog box (refer to Figure 17-5), this other person just specifies the file that he or she wants to open as a portable file and then follows the onscreen instructions.