Which File Format Options Are Available for Reports?

IN THIS ARTICLE:
Learn about the different file formats available for reports in iClassPro, when they might be appropriate to use, and some troubleshooting tips for opening/viewing them.

Which File Formats are Available for iClassPro Reports?

Reports in iClassPro are available in various formats, including:

  • HTML
  • PDF
  • XLS/XLSX
  • CSV

Depending on the amount of information being included or how it is being displayed, not all file formats are available for every report.

If you are having trouble opening a downloaded report, you may need to associate the file format with a specific program/viewer. See "Changing File Associations" for more information.

HTML

What is HTML?

HTML (Hypertext Markup Language) is the standard markup language for documents designed to be displayed in a web browser.

When would I use the HTML version of a report?

You might choose to run a report in HTML format if you just need to look over it or gather quick information.

How do I download/open an HTML file?

Clicking on the HTML report in your Background Tasks should launch it automatically in a new browser tab. If not, you may need to associate your browser with the HTML file format.

What are the drawbacks of using the HTML version of a report?

Since HTML is standardized for display in a Web browser, this means that the report may not be properly formatted for printing. Attempting to print the HTML version of a report may result in the text size being reduced to fit the printed page, making it difficult to read.

PDF

What is PDF?

PDF (Portable Document Format) is a file format used to present documents in a manner so they can be easily viewed, printed, or shared. A file in PDF format can be correctly displayed on any device with the proper viewer.

When would I use the PDF version of a report?

You might choose to run a report as a PDF if you intend to email it to someone else, or if you wish to maintain a digital copy for your records. Because PDFs are presented exactly as they should look if printed, this would also be the best format for downloading a report to print a physical copy.

How do I download/open a PDF file?

Clicking on the PDF report in your Background Tasks should save the document to your computer. Most modern browsers have built-in PDF support, so clicking on the downloaded file should launch it automatically in a new browser tab. If you have configured your browser to always open PDFs in an external viewer, it may launch that program instead.

What are the drawbacks of using the PDF version of a report?

Because PDFs are presented exactly as they should look if printed, reports with many columns may result in the text size being reduced to fit the printed page, making it difficult to read. Because of this possibility, iClassPro automatically disables the PDF option on certain reports if too many display options are selected.

XLS/XLSX

What is XLS/XLSX?

An XLS/XLSX file is a spreadsheet file created for Microsoft Excel or for use with a compatible spreadsheet program, such as LibreOffice Calc or Apple Numbers. It usually consists of a workbook containing one or more worksheets which store and display data in a table format.

XLS files are compatible with versions of Excel through Excel 2003. Beginning with Excel 2007, Microsoft introduced the XLSX format and replaced XLS files with .XLSX files as the standard file for saving spreadsheets in Excel. Most modern spreadsheet programs will open either XLS or XLSX files.

When would I use the XLS/XLSX version of a report?

XLS/XLSX files will be helpful if you need to perform more data manipulation, such as applying formulas or filtering/sorting report results in a different manner than iClassPro provides by default.

How do I download/open an XLS/XLSX file?

XLS/XLSX files can only be opened with a compatible spreadsheet program. Clicking on the XLS/XLSX report in your Background Tasks should save the document to your computer so you can open it externally.

What are the drawbacks of using the XLS/XLSX version of a report?

XLS/XLSX files downloaded from iClassPro will contain headers and footer information that may need to be deleted before you can properly sort/filter data. Depending on the amount of information being included, XLS/XLSX files may not easily print.

CSV

What is CSV?

A CSV (Comma Separated Values) file is a plain text file that contains a list of data. It’s basically the XLS/XLSX file without the formatting.

As the name would imply, CSVs mostly use the comma character to separate (or delimit) data, but sometimes use other characters, such as tabs or semicolons. CSVs are useful to help you export complex data from one application and then import the data into another application.

When would I use the CSV version of a report?

CSV is helpful for simple reports that may need minor data manipulation, such as sorting/filtering or calculating totals based on report values. Reports such as Family/Student List Report or Family/Student Phonebook reports may be helpful for mail merge functions, such as creating form letters or mailing labels that do not conform to the Avery 8160 label size natively supported by iClassPro.

How do I download/open a CSV file?

While CSV files can be opened in a text editor such as Notepad, you will need to open or import the file into a compatible spreadsheet program to perform any data manipulation. Clicking on the CSV report in your Background Tasks should save the document to your computer so you can open it externally.

To ensure that all characters display correctly, you may need to set the following values when opening the CSV file in your spreadsheet program:

  • File Origin: Unicode (UTF-8)
  • Delimiter/Separator: Comma ( , )
  • String delimiter: Double quote ( “ )

Note that not all spreadsheet programs will require all three values.

What are the drawbacks of using the CSV version of a report?

Unlike XLS/XLSX files (which allow for multiple worksheets in a single workbooks file), CSV files consist of a single data sheet. Therefore, some of the more complex reports will not easily allow for data manipulation as several tables of various sizes will exist on the same sheet.

Changing File Associations

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