Accessing a Report/Previewing
- Select the report you want to preview. You can accomplish this by double clicking on the report, or by highlighting the report and clicking the Preview button.
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The Report Preview will open in a separate window with the Preview tab as the default. The Report Title is displayed at the top of the window and the Status Bar is located at the bottom of the window.
You can have more that one report open at a time. Be sure to use the title at the top of the window as a reminder.
The Preview Report function displays the queried data based on the parameters chosen of the report. It is a separate window with extended functionality allowing you to:
- Manipulate the views
- Change printing options
- Perform exports
- Change parameters
- email reports
Toolbar and Menu Items
Functions are located both on the toolbar and within the menu items. Many of the items correlate. Listed below is a table of the menu items and associated toolbar items.
| Menu Item | Toolbar Button | Description |
|---|---|---|
| File -> Reload | This function allows you to reload a preview after you have made parameter changes to see the affects of the change. | |
| File -> Page Setup | This function allows you to set the size, source of paper to be printed. You can also adjust orientation and margins. | |
| File -> Print | This function brings up the print dialog window allowing you to make adjustments to the printing preferences. | |
| File -> Print Direct | This function bypasses the print dialog box and sends the report immediately to the printer chosen. | |
| File -> Export Document | This function allows you to export the report in different formats. Available are: PDF, Text, CSV, MHT, Excel, Rich Text, Graphic (BMP, EMF, WMF, GIF, JPEG, PNG, TIFF). After selecting the format, you can select other preferences and location of the export. NOT all exports are available to ALL functions. | |
|
File -> Send Email |
This function allows you to email the report in different formats. Available are: PDF, Text, CSV, MHT, Excel, Rich Text, Graphic (BMP, EMF, WMF, GIF, JPEG, PNG, TIFF). | |
| File -> Close | NA | Closes the report. |
| View -> Page Layout | NA | This function allows you to toggle between two views, Facing and Continuous. |
| View -> Preview Toolbar | NA | Toggles the toolbar display on the window. |
| View -> Status Bar | NA | Toggles the status bar display on the on window. The status bar is located at the bottom of the window and displays Current Page, Total Pages, and the current zoom factor. |
| View -> Export Toolbar | NA | Toggles the export toolbar display on the window. Only available while using the Data and Analysis functions. |
| View -> Analysis Toolbar | NA | Toggles the Analysis Toolbar display on the window. Only available while using the Analysis function. |
| View -> Customize | NA | Allows you to customize how you want your toolbars displayed. You can change the buttons, the order, show shortcuts, change the icon size as well as create your own toolbar. |
| Background ->Color | This function allows you to change the background color of the report. The color | |
| Background -> Watermark | This function allows you to add a watermark image to your report. Settings include, in front, behind, text, picture, orientation and transparency. | |
| NA | Hand Tool - This toolbar item allows you to change the cursor into a "grabbing hand". It allows you to move the report around on your screen. | |
| NA | Magnifier - This tool, when selected allows you to toggle from a Zoom in view and Zoom out view. | |
| NA | Zoom in and Zoom Out - This function allows you to directly affect the Zoom In "+" and Zoom Out "-" view of the report. You also directly enter a numeric value in the percentage field and hit the Enter key. | |
| NA | Page Navigation - This function allows you to page flip back and forth in a multi-page report. | |
| NA | Multiple Page Viewer - This function allows you to view multiple pages at a time. click on the button and drag your cursor over and down to select how you wan the pages displayed. Remember that the more pages you have displayed on the screen at one time, the smaller they will be. |
There are three tabs within the Preview Report function, the default being Preview. Listed below are the tab functional descriptions. To learn more, click on the links below.
- Preview Tab - The Preview tab allows you change parameters and Reload the report. You can also print, export, etc.
- Data Tab - The Data tab allows you to manipulate the data with the parameters selected. Custom groupings, column arrangements and sorting are available. You can also export the information in various formats.
- Analysis Tab - The Analysis tab is a Pivot function that allows you to drag and drop filter fields, data items and row fields in your chosen preferential order. You can also adjust parameters. This is useful to customize how the data in the report is organized, filtered and calculated.