Export report content and data

You can export report content, and elements such as charts, crosstabs or summary tables, to various formats. You can also export report data to several flat file formats that can be read by Excel.

In addition, the viewers and Interactive Crosstabs provide various emitters to enable you to export content in a report table and other report elements to formats such as Excel, Word, PowerPoint, PostScript and PDF.

When you export content or report elements to other formats, you can select from several options to maintain the existing properties of the exported content, enabling users to easily perform additional analysis on the exported output. For example, when you export an element such as a crosstab to Excel, the Excel emitter supports exporting the content as a pivot table. This feature is useful for sharing content with users who do not have access to the viewers, who can analyse the output in Excel. This section discusses the exporting options available when exporting report data or report content.

You can export an entire report, as well as each individual report element, such as a chart, summary table or crosstab, to several different formats. Exporting content to one of these formats creates a file that can be used by other applications in addition to viewers.

You can export a report, selected pages of a report, or a specific report element such as a chart or crosstab, to Microsoft Excel, Excel 2007, Excel 2010 and Excel 2013. The Excel emitter supports exporting crosstab content as a pivot table. Users who do not have access to Interactive Crosstabs can analyse the exported crosstab output using Excel. If the crosstab contains a grand total, however, the grand total in the Excel pivot table is different from the grand total in the report. In this case, do not export crosstab content as a pivot table.

When exporting content to Excel 2010 or later, use the XLSX format in order to have access to several features supported only in that format, and to avoid compatibility issues that occur when using Microsoft Office 2010. The exported content in any version of Excel has exactly the same layout as the HTML page in the ViewerT

To ensure the best performance when exporting content to any spreadsheet format. do not export the master page and, if possible, in the report design, set page breaks between adjacent tables.

You can export a crosstab as a pivot table if the crosstab fits on one page. When you export a cube-based crosstab report to Excel, the Fields pane in Excel displays unused fields in the form dimension@Cube or measure@Cube. These fields represent non-aggregated values and are not used in the crosstab. They can be used in the crosstab without modification.

If you export a crosstab to a pivot table and generate a chart, the chart includes all data in the crosstab. For example, the columns of the crosstab are shown in the chart.

You can export report content or report elements, such as charts or crosstabs, to PDF format. The PDF emitter in the viewers provides consistent layout and pagination properties between PDF and HTML output formats. The PDF emitter also produces a high-quality PDF file, with a small file size. In addition, it provides high-quality images for charts, and Scalable Vector Graphics (SVG) format in PDF output,

When you export content to PostScript format, the PostScript emitter displays the content in the output file almost exactly the same way as it appears when printed.

You can export content to Microsoft Word, Word 2007, and Word 2010. When exporting content to Word 2010, you should use the DOCX format in order to have access to several features supported only in that format, and to avoid compatibility issues that occur when using Microsoft Office 2010.

You can export content to Microsoft PowerPoint, PowerPoint 2007 and PowerPoint 2010. When exporting content to PowerPoint 2010, you should use the PPTX format in order to have access to several features supported only in that format, and to avoid compatibility issues that occur when using Microsoft Office 2010

When you export content to PPTX format

A table element is exported as a native PowerPoint table if all the functionality in the table is supported in PowerPoint. Table styles are exported to PowerPoint. Nested tables are supported in tables but not in PowerPoint.

A text component is exported as a single PowerPoint text element if all the functionality in the text component is supported in PowerPoint. Text components include labels, text controls and dynamic text controls. For text containing HTML content or dynamic text controls of type html, there may not be a one-to-one mapping between the text component and the PowerPoint text element.

In the exported PowerPoint presentation, a slide master is generated based on the settings in the report design’s master page, including the header, footer and any other settings that can be applied to the slide master. You retain the look and feel of the rest of the presentation when adding new content and slides to the exported PPTX, and you can modify the header and footer. Page variables, dynamic text controls and data controls are not supported in the slide master.

The content is editable by default. If you do not want the content to be easily editable, deselect Edit Mode.

Extensible HTML (XHTML) is the next generation of HTML, compliant with XML (Extensible Markup Language) standards. XHTML is useful when users need to provide accessibility options for the exported content. XHTML (Extensible HyperText Markup Language) format enables users to access the content from a wide range of applications and is extremely easy to update and maintain.

To export a report or report element:

  1. View the report.
  2. From the Report Studio Main Menu, select Export Content.
  3. In the Export Format box, select from Microsoft Excel (.xls and .xlsx), PDF (.pdf).PostScript (.ps), Microsoft Word (.doc and .docx), Microsoft PowerPoint (.ppt and .pptx) or Extensible HTML (.xhtml).
  4. Depending on the file format specified, select from the following options:
  5. Option Description Output type
    XLS,
    XLSX    		 PDF PS PPT PPTX DOC DOCX XHTML
    Text wrapping Eliminates the need for horizontal scrolling in the exported report. x x x x x      
    Text hyphenation Enables hyphenation for text that spills over onto the next line   x   x        
    Repaginate while rendering Paginates the output for the specified export format   x     x      
    Render chart in vector graphics For existing SVG images, selecting this option improves the resolution of the exported image, while maintaining a smaller file size.   x            
    Page style Auto: This option lays out the data such that the report content fits the width of the output page. Existing pagination properties in the report are not retained in the output file, but the output is paginated.

    Actual size: This option retains existing pagination properties from the original report, causing the font in the output file to sometimes be significantly smaller than in the original file.

    Fit to whole page: This option retains existing pagination properties from the original file in the output file, sometimes shrinking fonts and images to fit content from each exported page on each page in the output file

    		   x x x x      

    Hide grid lines

    		 Modifies the appearance of exported output such that it resembles the report viewed in viewers more than it does a spreadsheet x              

    Hide data sheets

    		   x              
    Font substitution Substitutes one font in place of another when the original font is not available. For example, the classification of fonts into families ensures that only a sans serif font replaces another sans serif font.   x x   x      
    Export file for Microsoft Office 2010/2013 Exports the file so that the output is compatible with features in Microsoft Office 2010/2013       x        

    Export charts as images

    		 Exports the chart as an image. x              

    Enable pivot table if it fits in one page

    		 Exports the report as a pivot table, if it fits on a single page, to facilitate data analysis in Excel x              

    Enable live formulas

    		 Exports live formulas when exporting content from a report that contains expressions created using EasyScript x              
    Embedded font Embeds a font currently being used in the exported output   x            
    Embed HTML Embeds HTML source code in the output file             x  
    Edit mode The content is editable by default. If you do not want the content to be easily editable, deselect Edit Mode         x      
    Disable print Disables the option to print the exported content   x            
    Disable Flash animation for printing Renders Flash content as static images to enable printing   x            
    Chart DPI Specify the DPI at which the chart engine exports the chart component. If you do not specify a DPI, the chart engine exports the image with a DPI value of 192 x x x x x x x  
    BIDI processing When a report contains languages that are read from left to right, such as English or French, and those that are read from right to left, such as Hebrew or Arabic, the text from both languages can be presented in the same report in the appropriate direction. This text is called bidirectional (BIDI) text. Select BIDI processing if you have a report in two or more such languages and need the data to be correctly presented in the PDF or PostScript output   x x x        

    Auto adjustment for pivot table

    		 Automatically adjusts the exported content for display in a pivot table x              
  6. When the file open box appears, select Open with box to open the file in your browser or select Save File to download the file. Then, click tap OK.

You export report data to extract some or all of the data from a report. For example, you can export customer sales data from a previous quarter, then use the numbers in a spreadsheet to create a forecast for an upcoming quarter. When you export data, you cannot export a table or chart element, but you can export the data displayed in both these elements.

You can export data in the following flat file formats:

  • Comma-separated values (.csv)
  • Pipe-separated values (.psv)
  • Tab-separated values (.tsv)
  • Semicolon-separated values (.ssv)

These files store data in a flat file format, which Excel can read. The difference between these formats is the character used as the data delimiter, which can be a comma, pipe, tab or semicolon. You choose a format to export report data based on the requirements of the application to which you export the data, and the purpose for which you plan to use the exported data.

After you choose a format, Excel displays the exported data in a spreadsheet. You can resize columns and format the data as you would do for any other spreadsheet.

To export data:

  1. View the report.
  2. From the Report Studio Main Menu, select Export Data.
  3. In the Export Data box:
  4. From Available ResultSets,select an element from which to export data .Elements include tables, charts, crosstabs, charts and so on, that contain data.
  5. From Available Columns, select a column to export and click tap the single right arrow to move it to the Selected Columns box. You can export any of the data the report uses, including the data in aggregate rows and calculated columns. To select all columns, choose the double right arrow
  6. To deselect a column, choose a column from Selected Columns, then choose the single left arrow. To deselect all the selected columns, choose the double left arrow
  7. From Encoding Style, select UTF-8, or specify a style in Other. If you do not specify a style, the local encoding style is used.
  8. From Options, specify the following information:
    • Maximum Rows —Enter the maximum number of data rows to export. To export all the data rows in the report, accept the default value of No Limit.
    • Values Separator — Select Comma (CSV), Pipe (PSV), Tab (TSV) or Semicolon (SSV) delimiter.
    • Localise Column Name —Select an option from the following:
    • Export Column Name to export the column name specified in the data source.
    • Export Column Display Name to export the column name specified in the report design.
    • Export Column Name and Display Name to export both.
    • Number Format— Select Scientific Notation or Unformatted.
    • You can select the following additional options to export column data type, export the data in locale neutral format, export the column header, and export the data with carriage return
    • Export Column Data type to include the data type information in the flat file. In the following example, the second line identifies the type of data in the file:
    • FirstName, LastName, AccountID STRING, STRING, INT
    • "Jane", "Doe", 1234 …
    • Export Locale Neutral format — When you export report data that contains date-and-time values, by default, the values are formatted according to the current locale. For example, if you export the date 10/01/2009 in the original format, it can be interpreted as January 10, 2009 or 1 October 2009, depending on whether the locale is US or France. Select Export Locale Neutral Format to export report data without considering locale information, so that the date is interpreted correctly in every locale.
    • Export Column Header — To export the column header in addition to the data in the column. The spreadsheet displays each exported column below the corresponding column header.
    • Export Data With Carriage Return — To export the data using a Carriage Return (CR) character for each line break.
  9. Click Tap OK.
  10. When the file open box appears, select Save File to download the file. Then, click tap OK.
  11. From your File Download area, the default name and the file extension of the spreadsheet file appear. Move the file to the applicable folder.