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Selecting Excel export options for documents

Steps to select Excel export options

Before you export a document, you can select whether to:

  • Export All layouts or just the Current layout of a multi-layout document.

  • Export the entire document or only the selected group element, that is, whether to Expand page-by. For information on page-by and grouping, see Using page-by on a document and Grouping records in a document.

  • Prompt the user to choose what to export. The prompt allows the user to select whether to export all layouts or only the current layout, and whether to expand page-by.

  • If Prompt user on export is cleared, the layout and page-by settings described above are used.

  • If Prompt user on export is selected, but either of the following is true, the user is not prompted, and the layout and page-by settings described above are used:

    • The document has one layout and no grouping.

    • The document has one layout, is grouped, and the page-by selections are set to all.

A document section property also affects the row height of the Excel spreadsheet. You can choose to have all the rows be the same height or to allow Excel to automatically adjust the row height to fit the data. For instructions and an example, see Allowing Excel to automatically change row height.

Displaying images in Excel

Before you export a document to an Excel spreadsheet, you can select whether to:

  • Embed images. If you embed images, a user can see the image when he opens the Excel file on another computer that does not have a network connection.

  • Use live Excel charts or Use embedded bitmaps for the Graph format. Live Excel charts ensure a smaller export size and integrate fully with Excel. However, they support fewer graph properties than MicroStrategy does. The following graphs appear differently in Excel than in MicroStrategy:

  • All 3D graphs

  • Box Plot

  • Bubble

  • Funnel

  • Gantt

  • Gauge

  • Hi Low

  • Histogram

  • Horizontal Area

  • Horizontal Bar

  • Horizontal Line

These settings work together to determine how images are displayed in Excel.

  • To display embedded graphs:

  • Set Graph format to Use embedded bitmaps. The Embed images check box does not affect whether embedded graphs are displayed.

  • To display live charts:

  • Set Graph format to Use live Excel charts and clear the Embed images check box.

  • To embed images other than graphs:

  • Select the Embed images check box.

To select Excel export options for documents

This procedure affects the entire document, including all layouts of a multi-layout document. For more information on multi-layout documents, see Creating multi-layout documents.

  1. Open the document in the Document Editor. (How?)

  2. From the Format menu, select Document Properties. The Document Properties dialog box opens.

  3. Click Export.

  4. For a multi-layout document, select whether to Export:

    •  All layouts, which exports all the layouts in the document

    • Current layout, which exports only the layout being viewed

  5. For a grouped document, select whether to export the entire document or only the selected group element:

    • To export the entire document, clear the Expand page-by check box.

    • To export only the selected group element, select the Expand page-by check box.

  6. Select whether to prompt the user to choose what to export:

    • To prompt the user, select the Prompt user on export check box.

      The Export to Excel dialog box is displayed when the document is exported to Excel. This dialog box allows the user to select whether to export all layouts or just the current layout of a multi-layout document, and whether to export the entire document or only the selected group element of a grouped document.

      If Prompt user on export is selected, but either of the following is true, the user is not prompted, and the Export and Expand page-by properties set above are used:

    • The document has one layout and no grouping.

    • The document has one layout, is grouped, and the page-by selections are set to all.

    • To disable prompting, clear the Prompt user on export check box.

      The Export and Expand page-by properties set above are used when the document is exported.

  7. To embed images so that a user can see the image when he opens the Excel file on another computer that does not have a network connection, select the Embed images check box.

  8. Select whether to Use live Excel charts or Use embedded bitmaps as the Graph format. See Displaying images in Excel above for a comparison of the differences.

  9. Click OK to save your selections and return to the document.

  10. If the document is grouped, you can also place each page in a separate worksheet, in the same Excel workbook. For instructions, see Specifying that groups are exported to separate Excel worksheets.

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