HANDS-ON (Distributing Your Report)

Exporting

to e-mail

The dialog box is broken into two sections, a Format section and a Destination section.

Using the Format drop-down box, select the format in which you want to export the report. For example, if you want to convert the report to Microsoft Excel 4.0 format, choose Excel

4.0 (.XLS) from the list.

!In the Destination drop-down box select a destination for your file.

● If you want to save the report to a disk file, select Disk file.

● If you want to attach the report to an e-mail document,

select the appropriate Mail application. Seagate Crystal Reports supports Microsoft Mail (MAPI), Microsoft Exchange Mail (MAPI), and Lotus cc:Mail (VIM).

●If you want to store the report in a Microsoft Exchange folder, select Exchange Folder.

●If you want to send the report to a Lotus Notes database, select Lotus Notes Database.

"Click OK, and the export process begins.

When you export a report to a disk file, the Choose Export File dialog box appears. Use the controls in this dialog box to select a path and file name for your file.

NOTE: While the program assigns the native extension to all files you export in a specific word processor, database, or spreadsheet format, it automatically assigns the extension *.TXT for all files you export in one of the common data interchange formats. The program you want to use the data in, however, may look for specific extensions other than *.TXT. Consult the manual for that program to determine the correct file extension, and change the extension accordingly in the File Name edit box.

#Click OK. The program exports the report to a disk file in the format you specify.

Since each e-mail system supported by the Export facility operates a little differently, the following instructions are generic in nature.

When you export to e-mail, the program asks you to log on to your system. Log on in the normal way.

Exporting to Lotus Notes

Select the individual(s) to whom you are going to send the report.

!When the message screen appears, the system displays an icon indicating that a report is attached. The icon will vary, depending on the format used to export the report.

" Type in any message that you want to include with the report.

#Send the message. A dialog box appears allowing you to monitor the progress of your export.

$When the export is finished, the message will appear in the addressee's mailbox. The recipient opens the message in the normal way and double-clicks the icon to call up the report.

NOTE: Both Microsoft Mail and Microsoft Exchange Mail use MAPI. If you intend to attach a report to an Exchange e-mail message, do not select Exchange Folder as the export destination,

select MAPI instead.

NOTE: If you have questions regarding the operation of your e- mail system, please refer to the documentation that came with the system.

Lotus Notes is a powerful groupware application that promotes communication and information sharing between different departments in an organization.

NOTE: You must have version 3.0 or later of the Lotus Notes Windows client. Seagate Crystal Reports will not export to a Lotus Notes OS/2 client.

With the report you want to export active, click the EXPORT button on the standard toolbar. The Export dialog box appears.

Select an export file format, select Lotus Notes Database as the export destination, and click OK. The Select Database dialog box appears.

!In the Select Database dialog box, highlight your Lotus Notes server from the Servers list box, and select the database to which the report will be exported.

"Verify that the file name in the File name text box is correct, and click OK. The Comments dialog box appears.

Exporting to

an Exchange Folder

Exporting to HTML

#Type in any comments that you want to appear when another user selects your report from the Lotus Notes Desktop.

$ Click OK, and the report is exported.

The next time a user logs on to Lotus Notes with access to the Lotus Notes database that you selected, that user will see your report listed in the Lotus Notes Desktop. The user can doubleclick the report file name to display the comments you wrote and double-click the report icon that appears to view the report.

An Exchange folder can contain standard notes (mail), files, and instances of Exchange forms. Seagate Crystal Reports lets you export a report file to an Exchange folder. You select the folder, and the report is stored there in the format that you specify. For more information, search for Exchange Data Access in Seagate Crystal Reports online Help.

With the report you want to export active, click the EXPORT button on the standard toolbar. The Export dialog box appears.

Select the desired export file format from the Format dropdown box.

!Select Exchange Folder as the export destination, from the Destination drop-down box and click OK. The Choose Profile dialog box appears.

"Select the desired profile from the Profile Name drop-down box. If the profile is not listed, click the New button to create it.

# Click OK when finished.

$When the Select a Folder dialog box appears, highlight the folder in your profile where you want the report to appear, and click OK.

%The report is exported to the Exchange folder you selected. The exported report can be accessed through the Microsoft Exchange client.

Providing support for the Internet and corporate intranets becomes more important with every passing day. Seagate Crystal Reports recognizes this importance and provides World Wide Web support. Although incorporated as an export format, HTML represents a whole new export destination for your reports as well.

Exporting to an

ODBC data source

By exporting your reports in HTML format, Seagate Crystal Reports provides you with a new option for rapid, convenient distribution of important company data. Once exported, your reports are accessible with many of the most popular web browsers including Netscape and Microsoft Internet Explorer.

With the report you want to export active, click the EXPORT button on the standard toolbar. The Export dialog box appears.

From the Format drop-down box, select one of the HTML formats listed.

●If Netscape is your browser, select HTML 3.0 (Netscape 2.0) format.

●If you are using Microsoft Internet Explorer as your browser, select HTML 3.0 (Explorer 2.0) format.

●The third HTML option, HTML 3.0 (Draft Standard), is a new form of HTML that has not been officially released yet, but has been released for comments. If you are working with this new form of HTML, select this HTML format.

!Select a destination from the Destination drop-down box such as a disk file, an e-mail address, Microsoft Exchange, or Lotus Notes. The rest of this section assumes you select Disk file to store the HTML document in a directory on a web server.

"Click OK. The Export To Directory dialog box appears. When exported to HTML format, a report may make more than one HTML file. For this reason, the program asks you for the name of a directory to export the report to, and uses default names for the HTML files. The initial HTML page will be saved as DEFAULT.HTM. This is the file you open if you want to view your report through your web browser.

#Select an existing directory, or create a new directory for the report.

$ Click OK. The program exports the report to HTML format.

Seagate Crystal Reports allows you to export reports to any ODBC data source. If you have an ODBC data source set up for a database or data format, you can export your report to that data format through ODBC.