View, Print and Export Report Results

View

When you click Apply to generate a report, Cal Answers displays the first 25 rows of the report. You can use the icons below the report to display 25 rows at a time, or all of the rows in the report.

• The up facing arrow displays the first 25 rows in the report.
• The up facing carat displays the previous 25 rows.
• The down facing carat displays the next 25 rows.
• The blue two-headed arrow displays all rows up to the maximum of 65,000 rows.

You can hover the mouse over an icon to see a description of its function. Descriptions only appear on icons for functions that are currently available.

Print

To print your report, scroll down to the bottom of the page below the report, where you’ll see the Print link. There are two options: Printable PDF and Printable HTML. The PDF format is recommended because it is optimized for printing and delivers the best visual output.

When you print from the Print link, the output includes the report results and a key showing the filters that are applied.

You can also use the Print command on the Page Options menu, which is located just below the Signed In As prompt in the upper right corner of the window. This alternative also includes a visual display of the prompts and selected filters in addition to the report and key showing the filters applied.

Export

If you’d like to work with the data in your report outside of Cal Answers, you can export it. The Export link is located below the report next to the Print link.

There are several choices of format when you export.

Export to a Formatted Report

You can export the report formatted as a PDF or an Excel report.

What you see on the screen is what you’ll see in the exported report.

Export to a Data File

Or you can export the unformatted data as a data file.

This can be useful if you want to do further analysis or create a pivot table in Excel. CSV is the recommended format for data exports. When you export data, you’ll get all of the data in the report plus all of the columns that can be included.

To determine whether to export to a file or as data, consider your purpose.

• For presentations, a formatted file such as Excel or PDF, is best
• For analysis, you’ll have the most data and flexibility when you export to a data file

Regardless of the number of rows you have displayed or the export format you select, all of the records in the report will be exported.