Export to PDF & Excel

Planning Sheet allows you to export the table/matrix as either PDF or Excel. The industry-leading export capability delivers the following:

Export with formatting, category or value structure and notes
Export table/matrix along with scaled number formatting
Export calculated rows, columns, and edited cells
End-users in the Reading view can customize export options
Export to Excel with Expand/Collapse capability
Export to multiple Excel worksheets based on category
Pagination & page-break support for Export to PDF

You can find the export option in the toolbar's 'Export' tab. There are two sections: 'Export to PDF' and 'Export to Excel'. Let's look at them one by one.

1. Export to PDF

The first step in exporting as a PDF file is to configure the page setup.

1.1. Page Setup

The page setup section provides options to customize the content order, page size, orientation, margin, font, image/logo and comment settings, etc. Click on Page Setup. A side panel opens as shown.

Content Order: When the number of rows/columns doesn't fit on a single page, you can define the order in which the rows/columns are exported using the 'Content order' option.

Let's consider the below example. Based on the page scaling, only 8 columns and 20 rows can be accommodated on a single page.

When the 'Row first' option is chosen, the remaining rows for the first 8 columns are displayed on the second page. The third and fourth-page contents are highlighted in the image.

When the 'Column first' option is chosen, the remaining columns for the first 20 rows are displayed on the second page. The third and fourth-page contents are highlighted in the image.

Page size: Select the 'Page size' from the drop-down - Available sizes are Letter, A3, A4, A5, Tabloid, and Legal.
Orientation: Select either Landscape or Portrait as page orientation.
Scaling: Scale the page manually by percentages or automatically scale to fit all columns in a single page using this option.
Margin: Apply a narrow, normal, or wide margin as per your requirement.
Font: Select a font style from the available options in the dropdown. Custom fonts can also be used when exporting.

If the data is customized with different fonts, the font selected in this Settings panel will be used for PDF export.

Show header and footer: You can show the header and footer either only on the first page or on every page.
Add image/logo to the first page: You can create a cover page for your report using this toggle. Select a custom image to use as the cover page.

Use as background image: If you want the image to fill the entire cover page, select this checkbox.

Margin and alignment: The logo can also be aligned using the margin settings as well as the horizontal and vertical alignment options, instead of filling the entire cover page.

Include comment replies: You can capture comments and replies in the fully formatted PDF exports. Check the 'Include comment replies' to export the replies in the comments column.

After exporting the report to a PDF, you will be able to see formatted comments and replies in the file.

Include comments in last page: In addition to displaying the comments on the respective pages, you can also choose to include all added comments (and replies, if enabled) on the last page of your exported PDF.

Include author name and date in comments: Select this option to include the comment authors' name, as well as the commented date and time.

Export with conditional formatting: You can retain or remove conditional formatting when exporting the report. Select the conditional formatting rules for the report extract.

Notice how the classification text has been removed from the PDF extract.

You may have conditional formatting rules that have been disabled, but you can still include them in the export. For example, the CF rule to highlight negative values in the variance column has been disabled in the report but enabled in export settings.

The Excel export contains the conditional formatting on the variance column, which was turned off in the report.

Include Filter Info: When you select this checkbox, the exported PDF will include information about the filter contexts in the report.

Include footnotes: You can select this option to export the footnotes along with the table/matrix.
Include Global/Locale variable: Select this option to include global and local variables in the exported PDF.

Compress PDF: You can export PDFs with a maximum file size of 10 MB. This option allows you to compress your PDF export.
Decimal Precision: Set a custom decimal precision for the export.
Word Wrap: The 'Word Wrap' options are specifically intended for reports that are formatted using table functions.

The 'Precise' option enables word wrapping, ensuring that overflowing rows are wrapped onto the next line and fully visible in the PDF export. In contrast, the 'Auto' option does not apply word wrapping, which may result in truncated data. The highlighted text in the screenshots depicts the difference between Auto and Precise word wrapping.

Footnote position: You can set the footnote position as,

Last Page: Footnotes get printed on the last page.

Dynamic: Based on the available space, footnotes get printed either on the same page where they are added or on the last page.

Excel Settings: These are the options available when exporting to Excel. They are explained here.

Finally, click Update to save your page setup preferences, or click on 'Reset' to reset all your selections to defaults.

1.2. Exporting

Once the page setup is complete, you need to choose whether the entire matrix needs to be exported or just selected columns.

Entire matrix

You can export all the rows and columns by clicking Entire Matrix.
Click on PDF Report to export the file in PDF format.

A pop-up appears as shown. The PDF file can be either saved to the computer or sent by email. To save the document, choose Save to Computer and then click on the Click to export option.

Click Download to confirm.

The entire matrix gets exported as shown.

Selected columns

If you need to export only selected columns of your report, click Selected Columns, as highlighted in the image below.

The selected columns are downloaded as shown.

Export to PDF does not support image columns. It does allow chart exports.

Exporting PDF with charts

2. Export to Excel

2.1. Page Setup

In the Page Setup menu, only the Excel Settings section is applicable for export to Excel.

Freeze Header: Select this check box to freeze the header in the exported Excel.
Freeze Label Column: Select this check box to freeze the column labels in the exported Excel.

Add appendix at last sheet: Select this checkbox to include a formula appendix tab at the end of the exported Excel report, enabling users to easily refer to the underlying formulas used.

2.2. Exporting

You can export your report as an Excel file by clicking on the Export Report dropdown as shown in the below image.

When there are row/column hierarchies, there are three ways to export: 'Fully Expanded', 'With Expand/Collapse', and 'Current State'. You also have the option to customize header settings.

Let's look at the options one by one.

2.3. Fully expanded

You can export the Planning sheet with all rows fully expanded by choosing the Fully Expanded option. You can see that 'East' and Pacific -> Beverages are collapsed.

In the exported Excel, you can see that 'East' and Pacific -> Beverages are fully expanded.

2.4. With Expand/Collapse

Select this option to export as Excel with expandable and collapsible row hierarchies.

The exported Excel displays the same expand/collapse state as in the report and includes the expand/collapse buttons.

Export to Excel retains the expand/collapse state only for row hierarchy and not for column hierarchy.

2.5. Current state

To export the current expand/collapse state without an option to expand/collapse in the Excel file, you can select the 'Current state' option.

The downloaded Excel shows the same expand/collapse state as in the report.

Export to Excel does not support images and charts. Only basic icons that are available in Excel, rating, and data bars are supported.

2.6. Header settings

Planning Sheet provides support for exporting header elements such as dates and symbols. From the header settings UI, you can quickly select the lines of the header that you want exported to an Excel file.

If your reports use charts or images in the header and footer, Planning sheet enables you to export them as an image to an Excel file.

3. Copy to clipboard

,You can copy the data from your Planning sheet visual including the calculated row, columns, edits, and notes (if there are any). The copied data can be easily pasted into an Excel sheet.

The keyboard shortcut for the copy to clipboard option is 'Ctrl+C+L'

The above data has been copied and pasted in an Excel sheet and it gets displayed as shown in the below image.

Another way to share reports is by sending ad-hoc emails. To learn more, refer to Send to email.