Exporting a Report as a Different File Type (Report Builder)
In Report Builder, there are export options that you can use to save your report data as another file type, such as Excel or HTML. Exporting the contents of a report allows you to do the following:
- Work with the report data in another application.
- Save the report data as another file type.
- Print the report data in a different format.
For example, suppose you want to analyze the year-to-date sales information for the past five years and then use this information to forecast expected yearly sales for the next five years. You can create a Report Builder report that contains the data that you need from the past five years, and then export the report data to Microsoft Excel where you can begin to use this data to forecast future sales trends.
Here is another example: suppose you want to use the data of your report in a presentation. You can export the report data as an HTML file and then import it into the application you are using to prepare your presentation.
The export options are available on the report toolbar that appears at the top of the report when you click the Run Report button in the Report Builder window. Click Export and then select a format from the drop-down list. The Save As dialog box appears, allowing you to select a location to save your exported report to and specify a name for the new file. The file associations configured on your computer determine which application is used to open the exported report.
When you export the report data, the report is saved in its current state. After exporting, you can continue to work with the report in Report Builder, save the report to the report server, or simply end your Report Builder session. Any changes made to the report in Report Builder after you export it are not saved to the new exported file. If you want your modifications to appear in the exported report, you must export the report again.
Note
Once you export a report as a different file type, the contents of the file cannot be imported back into Report Builder.
Available Export Formats
The Report Builder export options available to you are configured on the report server by the server administrator. If an export option described here is not available, consult your server administrator. The following table describes the options you can use to export the data from a report.
| Format | Description | Recommendations |
|---|---|---|
Excel |
Saves a report as a Microsoft Excel file. |
Use this format to work with your report data in Microsoft Excel 2000 or later. |
Web archive |
Saves a report as an MHTML file. The report opens in Internet Explorer. This is the default rendering format for Internet Explorer 6.0. |
The Web archive format produces a self-contained, portable report (embeds images within the report). Use this format to view HTML reports offline or for e-mail-based delivery. |
Acrobat (PDF) file |
Saves a report as a PDF file that can be opened in Adobe Acrobat Reader (version 6.0 or later). |
Use this format to print paginated reports or to create PDF versions of a report. |
TIFF file |
Saves a report in a page-oriented format. The version of the Windows operating system determines which application is used to open the saved file. |
Use this format to print paginated reports. This format is useful if you don't have Acrobat Reader installed. |
XML file with report data |
Saves a report as an XML file. The report opens in a browser. |
Use this format to copy report data to other applications or servers. The XML generated by the XML rendering extension is UTF-8 encoded. |
CSV (comma-delimited) |
Saves a report as a comma-delimited format file. The report opens in an application associated with CSV file formats, such as a spreadsheet application, or other program that reads text files. |
This format produces the smallest file size. Use this format to copy report data to other applications or servers. |
See Also
Tasks
How to: Export a Report as a Different File Type (Report Builder)
Concepts
Design Considerations for Exporting a Report as a Different File Type (Report Builder)
Saving a Report (Report Builder)