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View and Print Reports

View and Print in Different Formats

 

HTML Format

The printer settings are less reliable in the HTML format than the other formats, because each browser handles printing differently. But, the HTML format is the only format that allows drilling down into detail pages, so you can print and generate as many reports as you like in this format.

Printers with Multiple Paper Sizes

Because of some restrictions in the Microsoft software, some HTML reports may print on an unexpected size of paper if the printer has multiple trays.* This only affects some large printers that have trays for different paper sizes, like letter-size paper (8.5” x 11”) and legal-size paper (8.5” x 14”). Smaller printers with single trays print correctly.

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the HTML printer settings may change.

Print HTML Report

To print a report in HTML format:

  1. Open the report and generate it in HTML.

  2. Click the print icon  on the report toolbar. The Print dialog box opens.

  3. Click OK to print the report with the default printer settings.

To verify or change printer settings:

  1. In the Print dialog box, click the Properties&ldots; button to open the printer settings for your printer.

  2. Check that the Page Orientation and Paper Size are correct, and change them if necessary.

  3. Click OK to close the Properties box. Click OK again on the Print dialog box to print the report.

 

 

PDF Format

The PDF format provides a lot of advantages, especially in saving and printing. You can only save the reports in the PDF or Excel formats. You cannot sort or drill down to detail pages, but it is the best way to print reports. Acrobat has more default printer settings, so you do not need to adjust them to print your report. Remember, once you export your report to PDF, you cannot drill down into detail pages. If a report has drill-downs, you should open each drill-down before you generate the report in PDF format. You must generate the report in HTML to drill down into the detail pages.

Note: If your computer does not have Adobe Reader, you need to download it to view a PDF file. Download Adobe Reader for free at http://www.adobe.com/products/acrobat/readstep2.html.

 

Print PDF Report

To view and print a report in PDF:

  1. Choose the Acrobat (PDF) file option from the Format drop-down list on the report toolbar.

  2. Click the Generate Report button. The PDF report opens in the same window with the Acrobat PDF toolbar.

Use this toolbar to view, print, and save the PDF report.

  1. Change the Zoom to zoom in or zoom out on the report.

  2. Click on the PDF print icon in the PDF toolbar. The Print dialog box opens.

  3. Click OK to print the report.

 

 

Excel Format

When you export the report to Excel, a few things may need to be adjusted before you print your report. Remember, once you export your report to Excel, you cannot drill down into detail pages. If a report has drill-downs, you should open each drill-down before you generate the report in Excel.

Excel Row Height

When a report is exported to Excel, the height of a row does not automatically expand for wrapped text if the first column does not contain wrapped text.*

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the wrapped text setting in Excel may change.

To expand the row:

  1. Click on the line under the row number you want to expand. The expand tool appears.

  2. Drag the expand tool down until all the text is showing.

Repeat Column Headers in Excel

When a report is exported to Excel, the column headers are not included in the ”Rows to repeat at the top” setting.  Therefore, although the report title and filters print on all pages, the column headers only print on page one.*

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the repeat column headers setting in Excel may change.

To repeat the column headers on every page:

  1. Click on File, then Page Setup&ldots;. Click the Sheet tab.

  2. In the Rows to repeat at top section, change the value $1:$4 to read $1:$5. Click OK.

Adding one row corrects most reports, but you may need to add more depending on how many rows the filters take up.

Freeze Column Headers

That same Microsoft defect also affects whether you can see the column headers when you scroll through the report. The column headers are not automatically frozen, so when you scroll through a report in Excel, you will not be able to see the column headers.*

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the freeze column headers settings in Excel may change.

To freeze the column headers:

  1. Click on Window, then Unfreeze Panes.

  2. Click on Window, then Remove Split.

  3. Place the cursor in Column A under the column headers.

  4. Click on Window, then Freeze Panes.

Print Excel Report

To print the report in Excel:

  1. Before you print the whole report, test print the first page to see if your report prints as desired.

  2. If necessary, adjust the Page Setup. Click File, then Page Setup&ldots;.

  3. Change the Scaling by typing in 95 or by clicking the down arrow.

Changing the scaling to 90% or 95% will almost always adjust your report to the best size for printing.

  1. Click OK to print your report.

 

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