SSRS Export to Word: Why Is My Formatting Off?
Exporting reports from SQL Server Reporting Services (SSRS) to Word is a convenient way to share and archive data. But sometimes, you might encounter a frustrating issue: your exported Word document doesn't maintain the formatting you painstakingly designed in your SSRS report. Frustrating, isn't it?
This article will delve into the common reasons why your SSRS reports don't format correctly when exported to Word, and offer practical solutions to help you achieve the desired results.
Understanding the Challenge
The core problem lies in the differences between how SSRS renders reports and how Microsoft Word handles formatting. SSRS uses its own rendering engine, designed to display reports in a web-based environment. Word, on the other hand, has a distinct formatting system, particularly when it comes to tables, fonts, and text wrapping.
Common Culprits: Why Your SSRS Word Export Goes Wrong
Let's explore some of the most frequent culprits behind formatting inconsistencies:
1. Table Cell Merging and Column Widths:
SSRS tables might have merged cells or columns with specific widths. When exported to Word, these elements can lose their alignment or become distorted. This occurs because Word might handle cell merging and column widths differently than SSRS.
2. Font Compatibility:
SSRS supports a wide range of fonts, but Word might not have all of them installed. If you're using a font that's not available in Word, the export could use a substitute font, leading to unexpected formatting changes.
3. Text Wrapping and Alignment:
SSRS offers various text wrapping and alignment options within tables. When exported to Word, these settings might not be perfectly translated, leading to text overflowing cells or misaligned elements.
4. Images and Graphics:
Images and graphics incorporated in your SSRS reports could also cause formatting issues. The size and positioning of images in Word might differ from the original SSRS layout, affecting the overall report appearance.
5. Embedded Report Parameters:
If your SSRS report uses embedded report parameters, the values may not render correctly in the Word document. This is because Word lacks the same mechanisms for handling embedded report parameters.
Troubleshooting Tips: Getting Your SSRS Word Exports Right
1. Keep it Simple: Minimize Formatting Complexity
The more complex your formatting, the higher the chance of issues during the export process. Minimize the use of advanced formatting features, especially if you're aiming for a straightforward Word document.
2. Test with Different Word Versions:
Consider exporting your report to various versions of Microsoft Word. Compatibility issues between SSRS and Word versions can contribute to formatting problems.
3. Explore "Render as Image" Option:
If you encounter persistent formatting issues, consider exporting your SSRS report as an image. This option ensures that the visual appearance of the report is preserved, but it sacrifices interactivity and the ability to edit the document content.
4. Export to PDF First:
Exporting your report to PDF before converting to Word can sometimes improve formatting consistency. This is because PDF files generally retain the original formatting of the SSRS report. You can then use a PDF-to-Word converter to transform the PDF document while preserving the formatting.
5. Check for Word Templates:
Explore the use of Word templates specifically designed for SSRS exports. These templates can help you create a consistent and predictable formatting structure for your Word documents.
Example: Correcting Table Cell Merging
Let's say you have a table in your SSRS report where you've merged cells for better visual organization. When you export to Word, the merged cells might split, disrupting the layout.
Solution:
- Simplify Table Structure: If possible, avoid merging cells completely or use fewer merged cells.
- Use Column Widths: Set explicit column widths within your table to ensure the exported Word document respects your intended layout.
- Test with Multiple Word Versions: Verify that your table formatting works correctly across different Word versions.
Example: Font Compatibility
You've meticulously chosen a custom font for your SSRS report. When you export to Word, however, it appears in a generic font.
Solution:
- Use Common Fonts: Stick to standard fonts like Arial, Times New Roman, or Calibri, which are commonly available in most versions of Word.
- Embed Fonts: Within SSRS, explore the option to embed fonts within your report. This ensures that the chosen font is included during the export process.
Example: Image Scaling
The images in your SSRS report are sized perfectly, but in the Word document, they become too large or too small.
Solution:
- Set Image Size: Specify the size of the images in your SSRS report using the "Image Size" property.
- Use Proportional Sizing: If you need images to scale proportionally, set the "Keep Proportions" option in the image properties within SSRS.
Conclusion
Exporting SSRS reports to Word can be a smooth process, but it's essential to be aware of the potential pitfalls. By understanding the common formatting issues and implementing the troubleshooting tips outlined above, you can significantly improve the reliability and quality of your Word exports. Always test your reports across different versions of Word and consider using simpler formatting to minimize the chances of discrepancies.