Here is a detailed step-by-step guide on Exporting Paginated Reports to Different Formats in Power BI Report Builder.

Exporting Paginated Reports to Different Formats in Power BI Report Builder

Paginated reports in Power BI Report Builder are designed for pixel-perfect printing and extensive data export. These reports can be exported to various formats such as PDF, Excel, Word, PowerPoint, CSV, XML, and HTML. Exporting reports allows users to distribute, analyze, and present data effectively.

Step 1: Open the Paginated Report in Power BI Report Builder

Launch Power BI Report Builder:
- Open Power BI Report Builder from your system.
- If you don’t have it installed, download it from Microsoft Power BI Report Builder.
Load the Report:
- Click on File → Open.
- Browse and select the .rdl report file you want to export.
Run the Report:
- Click Run (▶️) from the toolbar to preview the report.
- Ensure the data loads correctly before exporting.

Step 2: Choosing the Export Option

Go to the Export Option:
- Once the report is open and previewed, locate the “Export” button in the toolbar.
Select an Export Format:
- Click the “Export” dropdown menu.
- Available export formats include:
  - PDF
  - Excel (.xlsx)
  - Word (.docx)
  - PowerPoint (.pptx)
  - CSV (.csv)
  - XML (.xml)
  - MHTML (Web Archive)
  - TIFF (Image format)

Step 3: Exporting to Specific Formats and Use Cases

Each export format serves a specific purpose based on the nature of the report.

1. Exporting to PDF

Use Case: Ideal for official reports, printing, and sharing without modification.

Select PDF from the export options.
Choose a destination folder to save the file.
Click Save.
The report is saved as a high-resolution, paginated file with formatting intact.

2. Exporting to Excel (.xlsx)

Use Case: Best for data analysis, filtering, and further calculations.

Select Excel from the export options.
Choose a save location and name the file.
Click Save.
The report is saved as an Excel file with multiple sheets (if applicable).
Tips:
- Ensure tables have proper column headers for easy data navigation.
- Avoid merged cells, as they may affect sorting and filtering.

3. Exporting to Word (.docx)

Use Case: Suitable for documentation and editable reports.

Select Word from the export menu.
Save the file to a preferred location.
Click Save.
The exported Word file retains text, tables, and images, allowing for further editing.

4. Exporting to PowerPoint (.pptx)

Use Case: Best for business presentations.

Choose PowerPoint from the export options.
Save the file to the desired location.
Click Save.
The report is saved as a PowerPoint file where each report page becomes a slide.
Tip: The exported slides are non-editable images; for editable content, use Word or Excel.

5. Exporting to CSV (.csv)

Use Case: Best for data exchange and further processing in databases.

Select CSV from the export list.
Save the file and click Save.
CSV exports only tabular data, ignoring visual formatting.
Tip: Suitable for importing data into SQL databases or Power BI datasets.

6. Exporting to XML (.xml)

Use Case: Ideal for integrating with applications that process XML data.

Select XML as the export format.
Click Save after choosing the location.
The XML file contains structured data for use in applications like ERP systems.

7. Exporting to MHTML (Web Archive)

Use Case: Used for embedding reports in web pages.

Select MHTML from the export options.
Save the file and click Save.
This format preserves the report layout in a single webpage.

8. Exporting to TIFF (Image Format)

Use Case: Best for archiving or printing reports as images.

Select TIFF from the export options.
Click Save.
The exported file is a high-quality, paginated image.

Step 4: Automating Export via Power BI Service

If you want to schedule exports:

Publish the paginated report to Power BI Service.
Go to Power BI Service → Paginated Reports.
Set up a subscription for automated delivery.
Choose file format (PDF, Excel, etc.).
Specify recipients and schedule.

Conclusion

Exporting Power BI paginated reports into different formats enhances data accessibility, reporting efficiency, and flexibility. Whether you need structured data (CSV, XML), printable reports (PDF, TIFF), editable files (Excel, Word), or presentation formats (PowerPoint, MHTML), Power BI Report Builder provides robust export capabilities.

Would you like a guide on scheduling automatic exports?