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Running Reports

SQL Server 2000

This topic describes the ways that you can run a report, viewing options, and the effects of refresh operations on an open report.

Note  Reporting Services uses browser sessions to maintain consistency while viewing reports. For more information, see Session Management in Reporting Services.

Ways to Run a Report

Reporting Services provides two different models for running reports:

  • On demand. The report runs when you navigate to the report and open it.
  • Subscription based. The report server uses subscription information to run the report at a specific time and deliver it to your e-mail inbox or some other destination.

You can use Report Manager or a browser to view reports on demand. If you are running a large report or a parameterized report, there are additional factors to consider. To define a subscription, you must use Report Manager. The following table describes topics that provide more information about running reports.

Topic Description
Viewing Reports with Report Manager Explains how to start Report Manager and run on-demand reports.
Viewing Reports with a Browser Explains how to connect to and run a report using a browser.
Running Large Reports Provides recommendations for running large reports.
Running a Parameterized Report Provides information about running a parameterized report.
Creating, Modifying, and Deleting Subscriptions Describes subscription definition steps.

Note  On-demand reports usually contain the most current data. However, a report server administrator can set options that retrieve a previously generated report from cache instead. For more information, see Configuring Report Access and Auditing and Verifying Report Runs.

Viewing Options

Reporting Services provides several ways to view a published report. You can use a browser, Report Manager, or a desktop application.

Using a Browser or Report Manager

Reports that you open in a browser or Report Manager render as HTML in an HTML viewer. The viewer includes a report toolbar that you can use to navigate through the pages in a report, zoom in or out, search for specific report content, and more. The following illustration shows the report toolbar within a Report Manager window. The report toolbar also appears in a browser window at the top of a report when you access reports through a URL.

Report toolbar in Report Manager

Reporting Services opens the report in HTML 3.2 or HTML 4.0 format. The format that is used depends on the format that the browser supports. Once you open a report, you can export it to other viewing formats, including those of desktop applications. The easiest way to select and run a report is to open Report Manager and then search for or navigate to the report that you want to view. For step-by-step instruction on how to open reports, see How to open and close a report.

Using a Desktop Application

You can bypass browser viewing entirely and use a desktop application (such as Microsoft Excel) as your report viewer instead. To do this, define a subscription that specifies a desktop application format and a file share destination. The report server generates your report as an application file, appends a file extension, and saves the report as a file on your hard drive. You can then use Microsoft Excel (or another application) instead of a browser to view your report.

Refreshing a Report

You can refresh a report in three different ways. Each approach produces different results.

Option Result
Refresh button on the browser window Reloads the report from the session cache. Session caches are created when a user opens a report.
Browser refresh button button on report toolbar Reloads the report from report server database if the report is cached or runs as a snapshot; if the report runs on-demand, clicking this icon reruns the query that retrieves report data.
CTRL+F5 keyboard combination Produces the same result as clicking the Browser Refresh button on the report toolbar.

See Also

Viewing Reports with Report Manager

Viewing Reports with a Browser

HTML Viewer

Managing and Working with Published Reports

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