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Exporting Reports

SQL Server 2000

Reporting Services supports export formats so that you can open a report in other viewers. Each export format is supported by a rendering extension. For example, HTML format is supported through the HTML rendering extension.

An exported report is temporary. Once you close the viewer, the report is no longer in the export format that you selected. If you want to retain an exact copy of a report as it exists at a specific point in time, save the report as a file. For more information, see Saving Reports.

Choosing Export Formats

Each format offers different advantages. Some formats are associated with viewers that offer interactive features that you can use to analyze report data. Other formats produce reports in formats that are optimal for export operations, pagination, or print output. The following table summarizes and recommends specific formats.

Format Description Recommendations
TIFF Renders a report in a page-oriented format. This format is recommended for printing. It is not recommended for large reports.
Acrobat (PDF) File Opens a report in the Adobe Acrobat Reader. Choose this format for large reports, paginated reports, and for reports that are delivered as a file.
Web archive Renders a report in MHTML. The report opens in Internet Explorer. This format produces a self-contained, portable report (embeds images within the report). Choose this format to view reports offline or for e-mail based delivery.
Excel Renders a report in Microsoft Excel. This format is useful for report data that you want to manipulate offline or in Microsoft Excel. Avoid this format for large reports.

This format requires Microsoft Excel version 10 from Office 2002 or version 11 from Office 2003.

XML Renders a report in XML. The report opens in a browser. The purpose of this format is to copy report data from report server to other applications or servers.
CSV Renders a report in comma-delimited format. The report opens in a viewing tool associated with CSV file formats. This format produces the smallest file size. The purpose of this format is to copy report data from report server to other applications or servers.
HTML with Office Web Components Renders a report in an Office Web Component that loads within the browser window. This format provides interactive features that you can use to manipulate a report that is connected to a report server. This format requires that you have Office Web Components version 10 from Office 2002 installed on your client computer.

HTML is not listed in Report Manager as an export format. However, HTML is the format used to initially render the report. If your browser support HTML4.0, that is the format that is used. Otherwise, HTML3.2 is used.

Pagination and Export Formats

Pagination is supported for Acrobat (PDF), HTML, and TIFF. It is not supported for MHTML, Excel, XML, or CSV. For Acrobat (PDF), pagination is based on paper size. HMTL pagination is not based on physical dimensions. Pages are separated by page breaks that you add to a report, but the actual length may vary from page to page. Check the Product Catalog sample report to view an example of pagination in HTML format. For more information, see Product Catalog.

How to Export a Report

To export a report, first open the report and then select an export format from a drop-down list on the report toolbar. Each export format is associated with a type of viewer. The file associations defined for the local computer determine which viewer is used with a particular file type. The following diagram shows the list of formats available by default from the report toolbar.

Drop-down list of export formats

To view instructions about exporting a report, see How to export a report.

See Also

Saving Reports

Managing and Working with Published Reports

Rendering Extensions

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