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Exporting and printing reports

Exporting and printing reports in Power BI allows users to save and share report data in various formats and to print reports for offline reference or distribution. Here's how to export and print reports in Power BI:


1. Exporting Reports:

  1. Export to PDF:

    • Open the report you want to export in Power BI Desktop or the Power BI Service.
    • Click on "File" in Power BI Desktop or "Export" in the Power BI Service.
    • Choose "PDF" as the export format and specify any additional settings.
    • Click "Export" to generate and download the PDF file.

  2. Export to PowerPoint:

    • In Power BI Desktop or the Power BI Service, click on "File" or "Export".
    • Select "PowerPoint" as the export format and configure settings if needed.
    • Click "Export" to generate and download the PowerPoint presentation.

  3. Export Data:

    • Users can export underlying data from visualizations in reports.
    • Click on a visualization to select it, then click on the ellipsis (...) menu and choose "Export data".
    • Select the desired format (e.g., CSV, Excel) and click "Export" to download the data.

2. Printing Reports:

  1. Print from Power BI Desktop:

    • Open the report you want to print in Power BI Desktop.
    • Click on "File" and choose "Print".
    • Configure print settings such as page orientation, margins, and scaling.
    • Click "Print" to print the report.

  2. Print from Power BI Service:

    • Open the report you want to print in the Power BI Service.
    • Click on the ellipsis (...) menu next to the report name and choose "Print".
    • Configure print settings if needed.
    • Click "Print" to send the report to the printer.

3. Considerations:

  • Layout Optimization: Ensure that the report layout is optimized for printing or exporting to maintain readability and formatting.
  • Data Sensitivity: Be mindful of data sensitivity when exporting or printing reports, especially when sharing with external parties.
  • Export Formats: Power BI supports various export formats, including PDF, PowerPoint, Excel, and CSV, providing flexibility for different use cases.
  • Printing Settings: Configure printing settings such as page size, orientation, and scaling to ensure that the printed report matches your preferences.

By leveraging the export and printing features in Power BI, users can share and distribute report data in different formats and print reports for offline reference or presentation purposes.

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