How to: Print Reports (Reporting Services in SharePoint Integrated Mode)

For a report server that runs in SharePoint integrated mode, there are three ways to print a report from a SharePoint Web application:

  • **From a SharePoint site   **Choose Print from the Actions menu that appears in the report toolbar when you open the report. This provides Reporting Services print functionality, which includes a standard Print dialog box used to select a printer, specify pages and margins, and preview the report. This print feature is intended to be used in place of the Print command on a browser's File menu. When you print reports this way, the report is printed as it was designed, without the extra elements you see in a Web page print out.

  • From a browser    The print features of a browser work best for HTML reports that fit on a single page. Typically, pages that you print from a browser include all of the visual elements that are on a Web page, plus header and footer information that identifies the page or Web site. When you print from a browser, only the contents of the current window are printed. If the report is long, the browser prints only a portion of the report (typically just the first page).

  • From a target application   You can export a report to use the print features of a target application, such as Microsoft Office Excel or Adobe Acrobat Reader. Some application formats, such as TIFF or PDF, are ideally suited for printing multipage reports. When you export a report to a desktop application, you can use any specialized print features that the application provides. To export a report, choose Export from the Actions menu that appears in the report toolbar when you open the report.


To print a report, you must have permission to view it.

For best results when printing a report from a Web page, use Print on the Actions menu. The Print action is tied to a client print control that is downloaded from the report server. The download occurs once, the first time you select Print.

Report authors can design reports specifically for print output or for a specific application format. Recognize that due to the way pagination is implemented for different application formats, you may not be able to achieve optimum print output results for every report in every export format. In contrast with reports that are designed for print output, on-screen report pages are designed to accommodate variable amounts of data. For example, reports that include a matrix can cause a page to grow both horizontally and vertically depending on how you expand the rows and columns. When printing a variable sized report, a user who does not expand a matrix will get different print results than a user who does. For most exported reports, report printouts include everything that is visible on the report, as viewed by the user on a computer monitor.

How to print reports from the Actions menu

  1. Open the report.

  2. On the Actions menu, click Print. If you do not see the Actions menu, the report toolbar has been hidden and you cannot use the features it provides. If you have an Actions menu but Print is not on it, the print functionality has been disabled on the report server and you cannot use it.

  3. In the Print dialog box, select the printer and settings you want to use and click OK.

    To modify the default settings, click the Properties button. Page size is determined by the default height and width of the report page size as defined in the report definition. The extent to which you can change page dimensions depends on the capabilities of the printer you are using.

    To view the report before you print it, click the Preview button. This opens the first page of the report in a separate preview window. Additional pages are made available as the report is rendered on the report server. A previewed report is rendered in EMF format. You can navigate to the previous or next page until the last page is reached, and the Next button is disabled. To modify the print margins in the preview page, click the Margins button. The Margins dialog box is displayed. Configure the top, bottom, right, and left margins and click OK. The dialog box closes and the settings are stored for rendering preview and printing.