Quicken Mac Tips

Quicken Mac Tips

Time To Read 5 MIN READ

Quicken is a powerful personal finance tool with a wealth of features. There are so many features that it is easy to miss many of the things you can do. To help you find new ways to use and improve your Quicken experience, we’ve assembled a number of tips. You’ll find tips here for both beginners and power users. The more you know, the better your Quicken experience will be.

See all your securities in one place

Did you know that if you use Quicken’s investing features, you can quickly bring up a list of your securities? You can access your Security List by going to Window menu → Securities or pressing Shift+Command+R. From the list, you can see what securities you are tracking, edit or delete those securities, and add new securities.

Click security names to see more information

A quick way to get more information or edit a security is by clicking on the security name in the Portfolio View or in the Investment Dashboard for the Holdings and Top Mover cards. This brings up a menu that allows you to Edit a Security or see an overview (a web page that has news and information).

Get more information about your last account update

Do you want to see what was updated the last time you updated your accounts? Go to Window menu → Account Status. You’ll see what accounts were updated, how many new transactions (if any) were downloaded, and the date and time of the last update. You can also use the Account Status window to update individual accounts.

What do the dots next to your account names mean?

You may notice different colored dots next to your account names on the sidebar. These dots let you know the status of that account. A blue dot means there were new transactions added at the last update. An orange dot means there is an issue with that account. You can find out what the issue is by selecting the orange dot. You will then see the Account Status window. You may also see an alert at the top of the Quicken screen

Get your projected balance

Did you know Quicken can forecast what your bank balance will be? Go to Bills & Income, then select Projected Balances. You can look at the projected balance for all of your accounts or choose a single account. You can also choose from different date ranges. Your calendar will also show balance projections.

Cash Accounts

Do you want to keep track of the cash you spend? You can start a cash account and track it manually. To create a cash account go to Accounts > New > Cash. Set your opening balance and select Finish.

Access your Tags

Did you know you can easily access all of your Tags? You can use Shift + Command + T or go to Window menu → Tags to see a list of all your Tags. You can use the Tags screen to view your current tags. You can also use + to add new tags. The Tags screen also has a search feature, which is handy if you use a lot of tags.

Remind yourself when income is coming

Did you know you can schedule a reminder to let you know when your paycheck or other income is coming? This is a great way to help you get more information about your cash flow. To schedule a reminder, find a paycheck or other regularly occurring income in your register and use Control + Click to see a menu of actions. Select Schedule Selected Transaction. The Add a New Bill screen will appear. Select Next under Other Bill or Income, then follow the on-screen instructions to enter your income reminder.

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Edit multiple transactions

Did you know you can edit multiple transactions at once? This is a great shortcut when you need to change the Payee, Category, Tag, Memo, or other information for multiple transactions. Just select all the register transactions you want to edit, and press Command + I.

See transaction details

Do you want to see the details of a transaction? If you have selected a transaction, you can use Option + Command + E to see the details for that transaction. This includes information such as the Memo, Tags, Splits, and Attachments. You can edit these details and make any necessary changes to your transaction.

Check for product updates

If you want to check to see if you are on the latest version of Quicken for Mac, in the main menu select QuickenCheck for updates. It will let you know if you are on the most current software version. If you aren't on the latest version, you can update right from that screen.

Dive deeper into a transaction with the Transactions Inspector

Your register is a great way to look at transactions at a glance, but what if you want to see all of the information Quicken has about a transaction? In that case, you can use the Transactions Inspector. From any transaction, press Option + Command + I. This will toggle the Transactions Inspector, which provides all of the available details about a transaction. This includes all the basic information such as the Amount, Date, and Payee. It can also include, if available, deeper information such as identification numbers, Date Posted, and the Statement Memo. This is information you don't always need but can be vital in situations such as payment disputes.

Did you know Quicken can calculate amounts for you?

Do you need to do some quick math? You can do it without leaving the Quicken for Mac application. Whenever you need to enter an amount, you can calculate it right in the amount field using common math symbols such as + - * / =. You can use this to add a series of numbers from a receipt, calculate sales tax, or otherwise split an expense or income. To do this, click in the Amount field where you will be entering your number. You’ll see a little calculator icon . Click the icon and begin entering your equation. Press = to get your total or press Return to send the total straight to the Amount field.

Do you know how to sync to your mobile accounts?

You can sync your Quicken for Mac account with your Quicken Mobile account without having to perform a full update of all your accounts. To do this select AccountsSync to Mobile. You can also use the keyboard shortcut Ctrl + S.

Do you know about the Activity tab For Bills & Income?

The Activity tab for Bills & Income allows you to look at your previously paid bills and when you marked them as paid. Besides the date, you can also look at the amount and your payment method. This is a useful tool, especially for seeing when you tend to pay bills. You can also use this page to review when you received income. Use the Search All Visible Columns feature if you need to find a particular past payment. You can also sort your payments by any of the columns on the page.

Do you know how to access and add Tags?

Often, people add tags only when they are looking at an individual transaction, but you can also add tags using the Tags screen. To access the Tags screen, you can press Shift+Command+T, or you can find it under the Window menu. From the Tags screen you can use the + to add tags. This is useful if you want to add a series of tags, such as transaction tags set up for a particular person or purpose. When you add a Tag, be sure to take advantage of the description field. Sometimes people forget why they tagged something, and having a description of the Tag is handy.

Do you know about Transactions Reports?

When you look at your register in Quicken, you can see a lot of information about your transactions, but reports allow you to dig deeper. You can use your Transactions reports to get more information about your transactions. There are five transactions reports:

  • Transactions by Account
  • Transactions by Category
  • Transactions by Month
  • Transactions by Payee
  • Transactions by Tag

The Transactions reports not only list your transactions, but can give you summary information. To see your summary information, select Summary as your report Type in the menu at the top of your report, then select the criteria for your summary.

Using the Payees & Rules window

Did you know that you can view a list of your payees? You can access that list at Window Payees & Rules or by using the Shift + Command + E shortcut. You can use Payees & Rules to set up Renaming Rules and Quickfill Rules your payees by choosing those options at the top of the screen. You can also edit a Payee to add a payment option such as Bank Bill Pay, Check Pay, and eBill. To edit a Payee, double-click the Payee in the list.

Did you know that many charts and reports are interactive?

If you click on a segment of a chart, it will provide more information. For example, if you are looking at your Spending by Category chart and select one of the segments, it will take you to the spending for the category it corresponds to. If you are using our Budget feature and select a category, an informational window appears, and you have the option to view your transactions in that category.

Do you know how to review your alerts?

Select Alerts to view any items that Quicken has flagged for you to look at. You can find Alerts on the Quicken for Mac top menu. The Alerts section will display your latest alerts, as well as when you lasted synced your accounts. Click the gear icon to choose what alerts to receive and how you will receive them. Some alerts can be sent as an email, and Failed Payment alerts can be sent as a text message.

Expanding and collapsing sections of a report

Did you know that you can print reports with expanded or collapsed sections? Once you have selected a report, you can use Table Options to Expand All or Collapse All sections. For individual sections of the report, use  to expand a section and ​ to collapse a section. If you're using a transaction report, you'll also find the Columns option lets you change your columns. When you use Print, the report will print the way it displays on the screen.

Review your transactions as a calendar

Did you know you can access your transactions as a calendar rather than a list? The Calendar view can be very helpful in putting your spending in perspective. This will help you determine when transactions occur, both as a day of the month and a day of the week.

In Quicken for Windows, press CTRL+K to see your Calendar. You can also access it by selecting Calendar from the Tools menu.

In Quicken for the MacCalendars appears as a tab on the Quicken Feature Bar.

View and edit your account details

Did you know you can easily view your account details and settings. This allows you to make adjustments to things such as your Account Name and Account Description. You can also take actions such as hiding or closing an account.

To edit account details in Quicken for Windows, right-click the account you want to edit on the account bar and select Edit/Delete Account.

To edit account information in Quicken for the Mac, CTRL+Click on the account you want to edit on the account bar and select Edit [account] Settings.

Get a report on your cash flow

Quicken has many reports you can run to help you track and understand your finances. One useful report is the Cash Flow Report. Cash flow is a summary of the amount of money going into and coming out of your accounts. The Cash Flow Report provides information about your inflows (income or other money going into your accounts) and outflows (money that was spent or otherwise left your accounts). It is broken down by Category and the default a yearly summary. It can be helpful to see how much money is being spent cumulatively in a given category.

To view the Cash Flow Report in Quicken for the Mac, select Reports Popular Cash Flow.

Use your Dropbox account

When you set up your Quicken subscription, one benefit you get is free cloud storage with Dropbox. Dropbox is an online service that can be used to store your Quicken backup files. It creates a folder you can access from your computer that takes anything you store in it and backs it up in online cloud storage. Quicken encourages you to use Dropbox to store a backup your Quicken data file, but Dropbox can be used to store any files you want to keep safe and be able access from multiple computers. For more information, please read our Dropbox FAQ.

It is a good idea to regularly save a backup of your Quicken data file. Having a backup of your data file (also called a dataset) allows you to recover your information if your data file becomes corrupted or you encounter other issues.

To save a backup of your data file in Quicken for Windows, go to File Backup & Restore Back up Quicken file (you can also use the keyboard shortcut CTRL+B). If you have set up your Drobox account, use Change to navigate to Dropbox and save your file.

To save a backup of your data file in Quicken for the Mac, go to File Save a backup. If you have set up your Drobox account, use Where to navigate to Dropbox and save your file.

Review your Memo field to find more information about a transaction

When you view your register, the Memo field is packed with information. Often, the Memo field will include a date, especially for a card transaction. This date can be useful for tracking when a transaction occurred. The Date field in your register lists the date money moved into or out of your account. The Memo field date is from when the payee entered the payment request. This is usually the date of the transaction. Other common features in the memo field are addresses and payment methods.

Getting the latest transactions is as easy as OSU

Did you know you use One Step Update (OSU) to add the latest transactions from your bank into Quicken? OSU contacts all of your financial institutions and gets the latest transactions. If you are using Quicken for the Web or Quicken Mobile, it also syncs your transactions with those Quicken versions. Be sure to use OSU before and after every session.

How to search all of your transactions

You can use the search feature to find transactions for a specific amount, payee, category, tag, memo, date, check number, or any other column that is visible in your register. For the most effective search, select All Transactions from the Account Bar. Use the search field on the right side of the screen to search for transactions. Remember that the search will only review the columns that appear on your register.

Did you know Quicken for Mac starts where you left off?

When you finish a session in Quicken for Mac, the program remembers what page you were using, whether it was the register, a budget page, a spending page, or even a report. Whatever page you were on when you closed Quicken will be the first page you see when you open Quicken the next time.

Use Import to get more than 90 days of transactions

Did you know that Quicken can only access your most recent 90 days of transactions from your financial institution (FI) when you add an account?

Some FIs support downloading transactions that can be imported into Quicken. You can use that option to import past transactions into Quicken. Users often want to have at least the current year’s transactions to start with. You can find the list of FIs that support downloading transactions into Quicken on the support site.

Make more room by collapsing your account bar

Sometimes it can be hard to fit all the financial data you want on a single screen, especially if you are working from a laptop computer. To help with this, Quicken for Mac provides you with a way to collapse your account bar. To collapse or expand the account bar, select the  on the top of the account bar. To expand the account bar, select  on top of the account bar.

Do you love keyboard shortcuts?

Keyboard shortcuts make navigating through Quicken faster and easier. We have many keyboard shortcuts that can help you get straight to where you need to go. Here are some popular shortcuts. For a full list, look up Keyboard Shortcuts in the help.

Action Keyboard Shortcut
Quicken Preferences ⌘,
Page setup ⇧⌘P
Minimize Quicken window ⌘M
Hide Quicken ⌘H
Update all online accounts ⇧⌘U
Update selected online account ⌘U
Sync to mobile ⌃S
New transaction ⌘N
Edit transaction ⌘E
Mark as paid ⌘R
Mark as reviewed ⌥R

Add or Remove Columns from your Register

When you start using Quicken for Mac, your register comes with a set of default columns such as Date, Payee/Security, and Category. Did you know that there are actually many columns to choose from? To see a list of columns, right-click on any column heading to bring up the columns list. Some popular columns you may want to consider adding are: Memo, Tags, Check #, and and Type. You can use the same feature to remove columns you don’t needs to see. Remember that when you search your register, the search only reviews the columns that appear on your register. If you choose to hide a column, the information in that column will not appear in your searches.

Did you know you can quickly find matching transactions?

Have you ever looked at a transaction in your register and wanted to see other transactions from the same payee or in the same category? There’s a quick way to do that. Just right-click on the transaction. You’ll see a list of options, including the option to find the payee or the category. Select either of those and the register will list just the matching transactions.

Did you know you can bulk edit transactions in the register?

Do you ever need to update a lot of transactions at once? Maybe you’d like to change the category for a group of transactions? Or maybe quickly add the same tag or note to a group of related items? This is actually very easy!

First, find the transactions you want to change. For example, if you want to update the category for a given payee, you could first sort by Payee and then multi-select all the transactions with that payee name. (Tip: choose the “Banking” item in the account first to get transactions from multiple accounts).

To multi-select a group of transactions select the first transaction in the range, then hold down Shift and select the last transaction in the range.

Once you have selected the transactions, choose Transaction > Edit Transaction from the menu (or just type ⌘E). This will bring up the multi-edit window. Here you can edit the Payee, Category, Tag, Transfer account or Note. The change will be applied to all the selected transactions! Click OK to make the change.