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Exporting

Exporting grids
   - Excel with plain text
   - CSV file format
   - Excel with formatting
   - HTML
   - Plain text
Exporting graphs
   - Excel with formatting
   - HTML
Exporting a report directly from the folder pages
Showing the Export Options page when exporting
Exporting to PDF
Exporting a report to PDF without previewing it
Exporting HTML documents
Exporting reports with Euro symbols (Excel 2002 only)

Exporting grids
To export a grid report to another application:
  1. Click the Export icon  at the top of the page. The Export Options page opens.
  2. In the Export drop-down list, select whether you want to export the whole report or only the portion displayed.
  3. Select an export format. You have the following options:
    • Excel with plain text exports the report into Microsoft Excel as plain text. The content of the report is displayed using the default settings of Microsoft Excel. The overall structure and format of the report as displayed in MicroStrategy Web is not retained.
    • CSV file format exports the report into a comma separated values format (suitable for Microsoft Access and Lotus 1-2-3) as plain text. The overall structure and format of the report as displayed in MicroStrategy Web is not retained.
    • Excel with formatting exports the report into Microsoft Excel with the same formatting, color, and overall structure that appears in MicroStrategy Web.
      Notes:
      • Excel 2000 or higher is required for exporting grids with formatting. The formatting is controlled using Cascading Style Sheets (CSS) which are not supported in previous versions of Microsoft Excel.
      • If you export to Excel 2000, you must download the Office 2000 Service Release 1 or Service Release 1a (SR-1a) from Microsoft.
      • Microsoft Excel does not support all the colors that most Web browsers do, so some styles may have different colors in Excel than the colors they have in MicroStrategy Web.
      • Exporting formatted data is more system resource intensive than exporting plain text data. We recommend using the one of the plain text options for large result sizes.
    • HTML exports the report to an HTML page. The overall structure and format of the report (including font and color) as displayed in MicroStrategy Web appears on your browser.
    • Plain text exports the report to a plain text page. The overall structure and format of the report as displayed in MicroStrategy Web is not retained. Only the content of the report, displayed as text, appears in your browser. You can choose a comma, tab, semicolon, or space to separate the fields of text.
  4. If exporting to Excel you may reformat certain items as text:
    • To reformat metric values from numeric to text format, select the Export metric values as text check box.
    • To reformat headers into text format, select the Export headers as text check box.
  5. To show filter information in an exported report, select the Export filter details check box. To export the report without filter details, clear the check box.
  6. When exporting graphs, you can specify if the graph is exported as a live Excel graph by selecting the Export graphs as live Excel charts check box. When this setting is enabled, you can manipulate an exported graph using Excel. For example, you can export a graph to Excel, and then change the graph's type using the menus and options in Excel.
  7. Expand all page-by fields allows you to print all combinations of items in the Page-by axis when printing a report that has one or more items in the Page-by axis. To print only the items currently displayed, clear this check box. When the Expand all page-by fields check box is selected, the Place each page on a separate sheet check box becomes available. To have each page-by field appear on its own separate sheet in Excel, select the check box.
    Note: The Place each page on a separate sheet check box is only available if you are exporting to Excel 2003, Excel XP, or a newer version and if Excel XP, Excel 2003 or newer versions is selected in the Excel version drop-down menu in the User Preferences.
  8. If exporting to Excel with formatting, you can remove the "Metrics" column from a report by selecting the Remove extra column from exported grid check box. To export the report without removing the extra column, clear the check box.
  9. If you have configured MicroStrategy Office and would like to use MicroStrategy Office to refresh reports and documents after they have been exported to Excel, select the Allow MicroStrategy Office to refresh Reports after exporting to Excel check box.
  10. To export the report, click Export. The report is exported in the selected format.

If you are using Internet Explorer, you can choose whether or not to open a new window for the Export Options page.

To determine if a new window is opened for the Export Options page

  1. Click the Preferences link at the top of the page.
  2. Click the General link under Preferences on the left side of the page.
  3. From the Output Formats field at the bottom, select whether you want to export using a new window:
    • To open a new window when exporting, clear the Re-use new window for each export, print, PDF action check box.
    • To export using the any currently open Export, Print, or PDF window, select the Re-use new window for each export, print, PDF action check box.

Note: If you are using Netscape, the Export Options page automatically opens in the same browser window in which you were running MicroStrategy Web.

Exporting graphs
To export a graph report to another application:

  1. Click the Export icon  located in the Standard toolbar. The Export Options page opens.
  2. In the Export drop-down list, select whether you want to export the whole report or only the portion displayed.
  3. Select an export format. You have the following options:
    • Excel with formatting  exports the graph report into Microsoft Excel with the same formatting, color, and overall structure that appears in MicroStrategy Web. When you select this option, several settings become enabled. See the Exporting grids section for the differences between the grid options. The way you choose to export the grid does not affect the graph.
    • HTML exports the report to an HTML page. The overall structure and format of the report (including both the graph and grid, if applicable) is preserved in the exported version.
    Notes:
    • If you export to Excel 2000, you must download the Office 2000 Service Release 1 or Service Release 1a (SR-1a) from Microsoft.
    • Microsoft Excel does not support all the colors that most Web browsers do, so some styles may have different colors in Excel than the colors they have in MicroStrategy Web.
    • A problem occurs if you choose to export to Excel 2000 but your computer does not have Excel 2000. Since MicroStrategy Web cannot detect what version of Excel your machine has, it tries to export to Excel if Excel 2000 is chosen. A grid can be exported, but a graph cannot. This is a known issue, and you should not choose to export to Excel 2000 if you do not have Excel 2000.
Exporting a report directly from the folder pages
If you already know what the report looks like and want to view it directly in one of the exported formats, you can use Direct Export. Note that, if desired, you can export the "first report page only" to preview the data before you export the entire report.

To export a report or HTML document that you do not want to first view in the Result page

  1. Navigate to the folder where the object is located, or to the History List if it is located there.
  2. If the folder browser is in Large Icon View, click the Export link.
    - OR -
    If the folder browser is in List View or the History List, click the Export icon  in the Actions column.

    This allows you to answer any potential prompts, select export options, and view the report or HTML document in the final exported format. Note that for HTML document objects, an options page is also available. See
    Exporting HTML documents for more details.
Showing the Export Options page when exporting
When exporting a report you expect to export again in the same format, you can select the "Do not prompt me again" check box on the options page. Select it if, in the future, you want to skip the options page and go directly to the exported report. Clear this check box if you want to view or change the selections in the options page each time you export a report.

To have MicroStrategy Web display the Export options page before exporting:
  1. Click Preferences at the top of the report page.
  2. Click Export on the left of the page.
  3. Select the Show options when exporting check box.
Exporting to PDF
To make a PDF from a grid or graph report:
  1. Click the PDF icon  located on the Standard toolbar. The PDF Options page opens.
  2. Specify settings for the PDF report, such as the scaling and orientation of the exported report.
  3. Click the  Show Advanced Options buttons to reveal additional settings such as paper size, margins, and header and footer sizes. Select the Embedded fonts check box to determine if you want to use the original fonts chosen in the Document Editor to display and print the PDF, even on machines that do not have those fonts installed. This ensures the portability of the PDF.
  4. You can specify the text to be displayed at the top (header) and at the bottom (footer) of each printed page. For example, your administrator can add header and footer files to print with each page. Click the Edit Custom Settings button to access the Header/Footer Editor page. You can specify what text to print in the left, center, and right portions of the header and footer--you can simply type this text or insert fields specific to the report by clicking "insert" icons near the top of the page. These options include: page number, number of pages, date, time, project name, report name, template name, filter name, filter details, and user name.
    For example, to add text in the footer such as "Page 1 of x" (where x is the total number of pages in the report), click in the center text box in the Footer portion. Type the word "Page " then click the Insert page number icon. Type " of " then click the Insert number of pages icon. This would look like the following when you are finished: "Page &[Page] of &[NPages]" (without the quotation marks).

    You can add formatting to your header and footer text by using HTML codes. For example, <B> and </B> around a word causes it to appear in bold font. You can also use <I> and </I> for italics and <U> and </U> for underlines.

    The <FONT> tag can be used to format the font of your text, for example, <FONT face="Courier New" size="4" color="#ff0000" style="background-color: #ff0000">Your text</FONT>.

    Use a <BR> code to insert a carriage return between two lines.
  5. To create the PDF, click Export. The report is exported to a PDF file and displayed in Adobe Acrobat Reader.

    Note: PDF (Portable Document Format) is a standard created by Adobe, Inc. To view the PDF file, you must have Adobe's free software called Acrobat Reader version 4 or greater installed on your computer.

    Note: This feature may not be available on your system. For more information, contact your administrator.

Export a report directly to PDF without previewing it
If you already know what the report looks like and want to view it directly as a PDF file, you can use export it directly to PDF without previewing it. Note that, if desired, you can export the "first report page only" to preview the data before you export the entire report.

To export to PDF a report or HTML document that you do not want to first view in the Result page

  1. Navigate to the folder where the object is located, or to the History List if it is located there.
  2. If the folder browser is in Icon View, click the PDF link.
    - OR -
    If the folder browser is in List View or History List, click the PDF icon .

    This allows you to answer any potential prompts, select export options, and view the report or HTML document in the final PDF format.

Exporting HTML documents
To export an HTML document you are currently viewing, click the Export icon  at the top of the page. The HTML document is exported either to HTML, retaining all of its formatting, or to Excel with plain text (in this case, only the data from grid reports is exported, not the data from graph reports). To specify whether to export the HTML document as HTML with formatting, or to Excel with plain text, click Export under Preferences at the left of the User Preferences page. There you can choose to export HTML documents to HTML or to Excel with plain text. After you make your selection, all the HTML documents you export are exported in that format. You can go back and change your preferences at any time.

Note: You may not have privileges to change your user preferences. For more information, contact your administrator.

Exporting reports with Euro symbols
To ensure that the Euro symbol exports correctly to Excel 2002 (Microsoft Office XP):

  1. At the top of the reports page, click Preferences.
  2. On the left of the page, click Export.
  3. For the Excel Version, select Excel 2000 SR-1 or newer versions.
  4. In Windows, open the Control Panel (from the Start menu, select Settings, then Control Panel) and double-click Regional Options. The Regional Options dialog box opens.
  5. Select the Currency tab and in the Currency symbol box, select the Euro symbol.
  6. In the Positive and Negative currency format boxes, ensure the position of the currency symbol is in the same position as it appears in the report. For example, if the currency symbol is to the right of the amount in the report (such as 1.00$ or 1 euro), it must be to the right in this dialog box as well.
  7. Click Apply, then OK. The Euro symbol should appear correctly in the exported report.