How to Email a Report or Document

You can send a report, document, or dashboard to any email address. You can also email a report, document, or dashboard directly from the folder in which it is located.

For steps to email a dashboard, see Send a Dashboard via Email.

You must have the Use Send Now privilege.

To send a report or document to the History List, you must have the Web Subscribe to History List privilege.

To send a link to the location of a report or document in the History List via email, you must have the Use Link to History List in Email privilege.

To use the bursting functionality to split a report or document into multiple files, the following prerequisites must be met:

The report or document must contain at least one attribute in the page-by.
You must have the Create File location privilege.

To email a report or document

Click the name of a report or document to run it.
To open the Send Now dialog box:
- For a document: Click the menu icon on the right, and select Send Now.
- For a report: From the Home menu, select Send Now.
Click To to locate the email address of the recipient. The Recipients Browser opens.
Choose an address from the Available list. If you do not see the correct email address to use, type the Address name and Physical Address in the respective fields and click Add to Recipients to add a new address.
Click OK to return to the Send Now dialog box.
From the Send drop-down list, specify where the report or document is delivered by choosing one of the following options:
- Data in email: The report or document is displayed in the email.
- Data in email and to history list: The report or document is displayed in the email and is also delivered to the History List.
- Data and link to history list in email: The report or document is displayed in the email, along with a link to the History List location of the report or document.
- Link to history list in email: A link to the History List location of the report or document is provided in the email.
The options available can vary depending on your assigned privileges. For more information on the required privileges, see the prerequisites.
From the Delivery Format drop-down list, select the format in which to send the report or document. Your options are HTML, Excel, and PDF. When Excel or PDF is chosen, the report or document is included as an attachment in the email. If you select a format other than HTML, you can reduce the size of the attachment by selecting the Compress contents checkbox.
You can specify the delimiter character to use to separate values in a report or document, such as a comma or tab. From the Delimiter drop-down list, select one of the following:
- To choose a delimiter from the list, select the delimiter you want to use, such as Comma or Space.
- To specify your own delimiter, select Other, then type the character you want to use as the delimiter in the field.
The Delimiter option is only available if the Delivery Format option is set to Plain Text.
Select the Expand page-by fields checkbox to print all objects in the Page-by drop-down list when the report or document is emailed.
You can split, or burst, a report or document into multiple files. Each file contains a portion of data based on the attributes used to group the report or document. Documents that contain multiple layouts can be split, if each layout contains the attributes selected for bursting. To burst the report or document, complete the following steps:
1. Click Burst. The Bursting Criteria Editor is displayed, with all the attributes used to group the report or document displayed in the Available Attributes list.
  If a "No bursting elements available" message is displayed, you must place at least one attribute on the Page-by panel (for reports) or Grouping panel (for documents).
2. In the Available Attributes list, select the attributes to use to split the data, and click > to move them to the Selected Attributes list. When the subscription is executed, a separate file is created for each element of each selected attribute.
3. To ensure that each file is given a unique name when the subscription is executed, you can type a macro in the File Name field. For example, if you select the Region and Category attributes to burst the document, you can type the macro {[Region]@[DESC]},{[Category]@[DESC]}. When the subscription is executed, each file is given a file name beginning with the names of the attribute elements used to generate the file, such as Central, Books or Central, Electronics.
In the Subject line, type in a description for the emailed report or document.
If you want a message to be displayed in the body of the email, type the text in the Message field.
Do the following to include the report or document in a zip file:
1. Expand Advanced Options by clicking .
2. Select the Password Protect Zip File checkbox if you want to protect the zip file by providing a password. Type a password for the zip file.
3. Type the name for the zip file in the Zip File Name field.
By default, if you have selected a contact group as the recipient of the report or document, MicroStrategy uses the security filter of the contact group as a whole when delivering the report or document. To use the separate security filters for each member of the subscribed contact group instead, select the Use contact security for each group member checkbox.
Click OK. The report or document is sent to the designated email address.

To email a report, document, or dashboard from its folder

Do one of the following, depending on your MicroStrategy Web display:

In Large Icons view: Click the Send Now link below the icon of the report, document, or dashboard.
In List view: Click the Send Now icon in the Actions column.