The Print/Export List section has options for printing reports and exporting the list to MS-Excel. Click Print List to preview and print a variety of reports including:
TIP: In Main Menu | Setup | Workstation Settings, you can enable multiple output options when printing any PastPerfect report. Check the Output Reports to PDF, Word, HTML, etc. box to have this option. You will still be able to print to an ink jet or laser printer as usual.
The Export to Excel button in the Sidebar creates an Excel spreadsheet from the list. Please specify a File Name and whether you wish to export the Standard fields or more (Extended) fields. Standard fields include: Catalog, Object ID, Object Name, Description, Condition, Status, Home Location, and Imagefile Name, plus any other fields you have chosen to add to your All Catalogs Query Results Field List. If you choose to export Extended fields, the Excel file will contain all of the visible fields from your catalog records.
The file will open in HTML using your computer's MS-Excel. The file is saved in HTML(.htm) format and stored in the PP5Reports folder on your local hard drive (usually C:/). If you wish to save it as an XLS file, go to the Save As function in the Excel File menu and choose "Microsoft Office Excel Workbook" as the file type.
Let's look at an example of how to use the functions in View Lists. From our "Example B" earlier in the chapter, once the list of paintings from the 1940's has been created, the works need to be reviewed prior to being included in the exhibit. You can use the View Lists tools to print a report with description, condition and status information and export the list to MS-Excel for committee distribution and review. As you decide against paintings on the list, they may be marked for deletion by left clicking on the far left column, then deleted using the Remove Marked Records From List button.