How do I separate some of my accounts into a new separate data file?

jmlc

I have several accounts in my current Mac data file that are accounts that are not mine. I need to take them out of my data file and transfer them to someone else who is just starting to use Quicken.

I have Quicken Classic Version 8.2.1. good till 2025.

John_in_NC

The way we did this in the past, and it should work today, although the only caveat is if you have transfers between your accounts and their accounts those will be broken. So, (after backing up your data file for precaution):

1. From the menubar, File:Export: Quicken Transfer Format (QXF). Save that export to your desktop.
2. Create a new Quicken data file using the "start from Scratch" option. Don't enable mobile
3. Cancel out of all the new user setup dialogs, bank setups, etc. You want a blank empty file.
4. Drag the QXF from step 1 into the open window or to the Dock icon. Or you can use the File:Import option and navigate to that.
5. This will reproduce your existing data file, albeit with things like budgets, custom reports, some rules, etc. online banking setups missing. It is still a pretty high fidelity conversion format.
6. Remove all your accounts that you don't want the other person to have. This becomes their file. You can do some cleanup if so desired, such as removing unused payees, categories, etc. via the options in those Window lists if so desired.
7. You can either give them this file to use, or repeat the export import to QXF with the customized file if desired. That is up to you.

After you feel confident it is working for he or she, you instead of deleting their accounts out of your register I suggest you simply hide them in your file. They are always there if needed, so nothing is gone.

jacobs

@jmlc I agree with @John_in_NC's description of what to do.

You might think it would be simpler to duplicate your existing data file, open the duplicate file, and delete the accounts the other person doesn't need — but that's a no-no. Quicken does some invisible tracking of the identity of each data file, and if you duplicate your file, Quicken sees it and your original file as having the same hidden file ID, so you'll get error messages about opening an older version of each time you and the other person open your respective data files. That's why it's necessary to export your data and import it into a new file as John described.

the only caveat is if you have transfers between your accounts and their accounts those will be broken.

Just adding to this thought: importing from the QXF file, those accounts should have generic "Category=Transfer" transactions rather than your existing linked transfers between accounts. The plain, unlinked transfers make money appear or disappear with indication where the money came from/went to. So the balances should be correct.

instead of deleting their accounts out of your register I suggest you simply hide them in your file

This is a good idea, at least for a while. My only addition would be that you mark those accounts as "Separate" as well as hidden. That way, they won't affect your net worth or the total in the sidebar or show up in any historical graphs, as they would if you only make them hidden.