Download a screen as Excel or PDF

Save what a list, report or board shows as an Excel workbook or a PDF, with the filters you set.

In short

Most lists, boards, reports and dashboards have a "Download" menu. It saves exactly what the screen shows, with the filters you have set, as an Excel workbook or a PDF. The same menu offers Word, CSV and Markdown where they make sense. The file is made when you ask and never stored.

Before you start

• Who: anyone signed in who can see the screen. A download follows the same access as the screen.
• Plan: none for the menu. A read-only plan still downloads what is already there.
• First: set the filters first. The file matches what is on screen.

Steps

1. Set the filters and search on the screen the way you want the file.
2. Press "Download", or open the screen's … menu and choose "Download".
3. Choose "Excel (.xlsx)" or "PDF (.pdf)". For another format, open "Other formats": "Word (.docx)", "CSV (.csv)" or "Markdown (.md)". "Print / Save as PDF" is there on pages built for paper.

Result: the file downloads. The button shows it is busy meanwhile; if it fails, a message says why and offers Retry.

Where the Download is

Good to know

• A download follows the same access as the screen: you get what you could see there, no more. A read-only plan still downloads what is already there.
• A table is cut at 2,000 rows on paper and 50,000 in a sheet; under it, "N more rows were left out" says how many.
• Bodies, CV contents, cover notes, contact details and note bodies are never written to a file. A Jobs pipeline file names candidates but carries no CV, no email and no recruiter note.
• Dates and times in Excel and PDF files are in UTC and say so. Every page of a PDF carries the workspace name and a fingerprint, so a copy can be checked against the original.
• Once a file is on your disk or in an email, no access rule applies to it any more. Share it with care.

If something goes wrong

• "The ... download failed": press Retry. A very long period or a huge table can time out; narrow the filters.
• No "Download" on a screen: it has none yet, or your plan does not include that screen. Admin tables, for example, show it only to site admins.
• Letters look like boxes in a PDF: the font on the server lacks that script. The text is still in the file.

Related

• /help/analytics/download-a-report
• /help/boards/sharing-and-reports
• /help/analytics/print-filter-and-email-a-report