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Save your entire report to PDF using macros and Sage Intelligence

Being able to save your reports to PDF provides a convenient way to view and share them. Sage Intelligence provides two common ways that you can do this. These include; distributing a report as a PDF using the Distribution Options in Excel once a report has run out, and using the Generate Output File field in the Report Manager to save a report as a PDF when it is run out. If you would like more information on these two methods, take a look at the tips that we’ve created below.

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Here’s how to run a report out to PDF

The Distribution Options however require that each sheet in your report is distributed as a separate document, while the Generate Output File field only saves the current active sheet.  To be able to distribute all visible sheets in your report as a single PDF, follow these steps.

  1. Run out your report. I have run out a copy of my Financial Report Designer containing three financial layouts.
  2. To be able to work with macros, you’ll need to enable the Developer tab. Do this by selecting File, Options, Customize Ribbon, check Developer under Main Tabs and click OK.

  1. Next, select the Developer Tab, click Record Macro, give your macro a name and click OK.

  1. Now go to File, Save As, and save your workbook to a preferred location as a PDF file.
  2. Before clicking Save, click Options and select Entire workbook under Publish what.
  3. You can now click OK and click Save.

  1. Stop your macro by clicking Stop Recording on the Developer tab.

If you would like to view the code for it, you can do so by clicking Visual Basic on the Developer tab, opening Modules, and then selecting Module 1.

  1. Next save your workbook to your preferred location as a Macro Enabled file.

  1. Now go back to your Report Manager and save the workbook back to your report using Save Excel Template.
  2. When asked to specify a template name, make sure you change the file format to .xltm.

  1. Lastly, select your report and under the Run Macros field under the properties, enter the name you gave your macro and click Apply.

You can now run out your report and each time you do so, all visible sheets will be saved to a single PDF document in the location you specified.  Take note that depending on the extent of your layouts, you may want to adjust your workbook page settings before saving your workbook to your report to have them display optimally in your PDF.

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Source: Sage Intelligence

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