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Printing and Emailing Dashboard Scree Only as Excel file

printing email pivot table pivot table data cache paste values XPS PDF

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#1 Carlton Seymour

Carlton Seymour

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Posted 04 October 2015 - 08:56 AM

Hi the following challenge. Have made a few dashboards from Pivot Tables. We get a lot of requests and need to send the Dashboard Screen to the persons requesting the data. We need to send only the screen and not the whole workbook that is attached to the output. What would your recommend to resolve this. Thank You

#2 Jonathan


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Posted 04 October 2015 - 10:53 AM

Hi Carlton,


If your dashboard only contains pivot tables, you should be able to safely remove any other worksheets without affecting the pivot tables. Pivot tables maintain their own copy of the data they store, so they will continue to work even if the original data is deleted.


You can see a more detailed explanation of pivot table data caching and how to change this behavior in the video lesson: Expert Skills Lesson 5-5 Refresh a Pivot Table and understand the Pivot Table data cache.


If your dashboard also contains formulas, you can use Excel's Paste Values feature to replace the formulas with simple values. Paste Values is explained in the video lesson: Essential Skills Lesson 3-5 Use Paste Values and increase or decrease decimal places displayed.


While you should be able to achieve the result you need with these skills, you might find it quicker and easier to simply save the dashboards as PDF or XPS files. These won't be editable, but offer a quick and convenient way to extract the dashboard alone.


You can see how to save to XPS or PDF in the video lesson: Essential Skills Lesson 1-7 Understand common file formats.


You can also print to XPS or PDF by choosing the appropriate printer option when printing.

You can see how to select a printed in the video lesson: Essential Skills Lesson 2-23 Print out a worksheet.


I hope you're now able to find a solution, but please feel free to reply if you have any more questions.

Jonathan is part of the professional team who answer Excel-related questions posted on the ExcelCentral.com forums.
Jonathan also tests our courses prior to publication and has worked on all of our ten world bestselling Excel books for Excel 2007, Excel 2010, Excel 2013, Excel 2016 for Windows and Excel 2016 for Apple Mac. Jonathan has also worked on over 850 video lessons for or video courses covering Excel 2007, Excel 2010 and Excel 2013.
As well as extensive Excel knowledge, Jonathan has worked in the IT world for over thirteen years as a programmer, database designer and analyst for some of the world's largest companies.

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