Exporting Custom View Data

PPM custom application views provide powerful ways to control how you see and use your data. You can further use that data by exporting or printing it.

Download (export) your PPM application data in 2 ways:

In PDF format—PDF format allows you to print or email the data.
In Excel format—Excel format allows you to further manipulate the data in Microsoft Excel.

The option you use depends in part on how you want to use the data. For example, to print data from an application, exporting as PDF is most useful, while to manipulate data Excel format is desirable. Your export options also depend on which application you are exporting data from. Most global applications support export in both formats while some applications only support exporting in Excel format. Note: The following applications do not support data export: Approvals, Notifications, Templates, Unread Items and workspace-level applications other than dynamic applications. (Note: Dynamic applications in workspaces only support data export from custom views.)

Export options are listed on the view toolbar of application list views:

Export
This option displays on the list toolbar of applications that support both PDF and Excel format export. Applications that support both PDF and Excel format include Dynamic Applications and the global Discussions, Documents, Issues, News, Polls, Projects, Requests and Tasks applications and any portfolio tabs configured in your enterprise.

Export to Excel
This option appears on the list toolbar of most applications that support data export in only Excel format (Contacts).
Note: In the Capacity Planner application the option displays on the tab toolbar:

The following rules apply to exported data:

The export file includes all pages in the current view (the equivalent of setting Show All in paging options).
If no data is displayed, the exported file is empty.
Spaces in view names
Are converted to underscores if using Internet Explorer
Are retained if using Firefox
For Excel format:

Downloaded files are named using the following convention: "<application name> - <custom view name>.xls".
Note: Portfolio tab views exported in Excel format will have a "<custom view name>.xls name.
In Firefox, spaces in file names are preserved.
In Internet Explorer spaces are replaced with underscores.
You may need to shorten the file name before saving the file locally.
When exporting long text fields, if more than 255 characters the text will be shown in Excel as "######". If you save the file as a "Web Page" (*.htm, *.html) the cell is saved with the displayed string rather than the actual data and the data is lost.
If data is not in Excel-compatible format, the data is converted to a compatible format.
In Excel 2007 and later, when you open the exported file, you see a warning:

"The file you are trying to open, '<file.xls>', is in a different format than specified by the file extension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open the file now?"

You can ignore this warning and click Yes to open the file in Excel. The file is not corrupted.