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Last Updated: 6/27/14

Previewing Reports

When you click on the Run Report button on the Reports screen you will see your report in Print Preview mode in a separate window.  You can run many reports at once and each will appear in it's own window.  This feature allows you to compare multiple reports at once without having to close one and then open another.  

While viewing the report on your screen you have the option of printing it, exporting or emailing the report as an attachment, plus several more options.

Reports Toolbar

On the Print Preview screen, you will see a toolbar with many options.  Allow your mouse to hover over each button and a tool tip will appear that explains what each button does.  See definitions below.  

 

Print - click to immediately print your report to your default printer
 

Print? - click to select your printer, specify the number of copies, or print selected pages of the report.  This is a very important and often overlooked feature.  Sometimes reports can be very long and you may only want to print 1 page out of 20.  Enter the page number you want to print or range of pages, for example enter "3 - 7" to print pages 3 thru 7.  
 

Page Setup - allows you to select the paper size, portrait or landscape and the margins
 

Export Document - use this button to save any report into another popular format like:

  • PDF - This is the default and is an excellent format for sharing reports with others.  You may need to download a free copy of Adobe Acrobat Reader to view these files.  Go to www.adobe.com/acrobat for more info

  • HTML - Save your report in HTML format so that you can publish it on a website

  • RTF - The Rich Text Format is the generic word processing format readable by every popular office program like MS Word, Mac Pages, OpenOffice, etc.  However, logos and some other graphics will not appear with this format.

  • Excel - turn the report into a spreadsheet so that you can do some advanced sorting, charting and formatting with Microsoft Excel.  Not every report will translate well to Excel.  It will not always cleanly break each row into neat rows and columns due to formatting limitations.

  • CSV - Comma Separated Values is a popular format for exporting your data into another database program or spreadsheet program.  All graphics will be stripped out.

  • Text - This format strips out all graphics and leaves you with the raw text of the report

  • Image - this format make a picture out of the report that can be saved in any of the popular graphics formats like jpg, bmp, gif, tif, etc.  This format ensures that you get an exact representation of what is shown on screen.
     

NOTE: Not every format works for every report!  Some reports just aren't designed for exporting to another format.  

After you select your preferred format, a Export Options box will appear with fields for more information.  It is not necessary to complete the fields.  Once you click OK, you will be prompted to enter a file name and location to save your report.
 

Send via E-mail allows you to export a report just like above except it will attach the report to a blank email message ready for you to send.  You will be prompted to save the report prior to the email screen.  Elexio Database will use your default email program to deliver the message.  It does NOT use the same email setting that the Mass Email feature uses.

Search - this is a powerful, simple search capability within the Print Preview screen.  Click it and enter a word you want to search for within the report.  The screen will immediately position to the page where the word is found.  This is very helpful when you have a long report and you want to make sure someone's name is
 

Zoom - allows you to magnify or shrink the report
 

First, Previous, Next, Last Page -  Use these button to move to a page.  For example if you want to jump to the last page of a report so you can see the totals, click the Last Page button.
 

Multiple Pages - use this button to view several pages at once
 

Watermark - this allows you to insert a graphic or text behind the report.  The most popular use of this feature is to insert the word "Draft" on reports that may have incomplete or unverified data.
 

Exit - click this button to close the Print Preview screen

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