How to Export and Save Reports without Displaying large amounts of data in the Browser

Yes, Project Insight allows users to export large reports directly to Excel without first displaying the full report in the browser. This is useful when a report has several hundred or thousands of lines of data and may take a long time to load, or may not display well in a browser.

Project Insight does this by letting users set report filters, run a short version of the report first, expand the filters to the larger data range, and then use Export to Excel from the Run Report options instead of loading the full report on the page.

Best For

This article is best for project managers, PMO leaders, finance teams, operations teams, administrators, and Project Insight users who need to export large report data sets.

It is especially helpful for teams working with large Time Entry Reports, date-range reports, company-specific reports, or saved reports that are better reviewed in Excel than in a browser.

Why Should I Export A Large Report Instead Of Running It In The Browser?

Large reports with several hundred lines of data can take a long time to display in a browser. Reports with thousands of lines may not display at all.

Browsers are not designed to show very large lists of report data on a single page in the same way that spreadsheet tools are designed to handle large tables.

Exporting directly to Excel helps users bypass the browser display step while still generating the report data they need.

In short, exporting large reports to Excel can be faster and more reliable than trying to load the full report in the browser.

How Do I Export A Large Report To Excel Without Displaying It In The Browser?

To export a large report without running the full report in the browser:

1. Open the report you want to use.
2. Select most of the filtering options you need.
3. Do not select the full date range yet.
4. Choose a very short temporary date range, such as one day.
5. Run the short version of the report.
6. Open the report filtering options again.
7. Change the date range or other filters to the larger range you actually need.
8. Do not run the report in the browser.
9. Mouse over Run Report.
10. Select Export to Excel.
11. Project Insight exports the larger report data to Excel without displaying the full report in the browser.

Project Insight does this by using the report filter settings for the export while bypassing the browser page display.

How Does This Work With A Time Entry Report?

The video example uses a Time Entry Report.

To export a large Time Entry Report:

1. Go to Reports.
2. Open the Time Entry report area.
3. Select most of the filters you want, such as a company filter.
4. Leave the full date range for later.
5. Choose the shortest possible date range first, such as one specific day.
6. Run the short report.
7. Reopen the filter options.
8. Change the date range to the full range you actually want, such as year-to-date.
9. Mouse over Run Report.
10. Choose Export to Excel.

This exports the report data to Excel without requiring the full year-to-date report to load in the browser.

Why Should I Run A Short Report First?

Running a short report first helps confirm that the report filters are mostly correct before expanding the report to a larger data range.

For example, instead of starting with a full month, year-to-date, or all-date report, you can run a one-day report first. This lets you verify the structure, filters, and columns without forcing the browser to load a large data set.

After confirming the short report, you can change the filter to the larger range and export directly to Excel.

In short, the short report is a setup step that helps you avoid waiting on a large browser-based report display.

How Do I Save The Large Report After Exporting It?

After exporting the report to Excel, you can save the report in Project Insight with the larger filter settings.

To save the report:

1. Exit the filter box after exporting.
2. Select Save Report.
3. Name the report clearly, such as Year-To-Date Acme.
4. Save the report.

The saved report keeps the updated filter settings, not the shorter temporary date range used at the beginning.

Project Insight does this by saving the current report filter selections used for the export.

How Do I Export A Saved Report To Excel Later?

After saving the report, you can export it again from the saved report interface.

For a Time Entry Report example:

1. Go to Reports.
2. Open the Time Entry tab.
3. Go to My Saved Reports within that tab.
4. Find the saved report.
5. Use the available report icons or options.
6. Select the export option to output the saved report to Excel.

When working with a saved large report, use Edit Report instead of simply clicking the report to run it. Editing the report lets you review or adjust the report settings and export to Excel again without loading the full report in the browser.

Why Should I Use Edit Report Instead Of Running The Saved Report?

For large saved reports, clicking the report directly may try to run and display the full report in the browser.

Using Edit Report allows you to open the report settings first. From there, you can export to Excel again without forcing the browser to display the full report data.

This is important when the saved report includes a large date range, many records, or thousands of lines of data.

In short, use Edit Report when the goal is to export a large saved report rather than view it in the browser.

Common Mistakes To Check Before Exporting Large Reports

Running The Full Report In The Browser First

If the report has a large data set, avoid running it directly in the browser. Use the export process instead.

Forgetting To Start With A Short Date Range

A short temporary date range helps confirm the report setup before switching to the larger range.

Saving The Report Before Updating The Full Filter Range

Make sure the report has the larger date range or final filter settings selected before saving.

Clicking A Saved Report Instead Of Editing It

For large saved reports, click Edit Report so you can export the report instead of loading it in the browser.

Using Too Broad A Report Without Confirming Filters

Before exporting a large report, confirm filters such as company, date range, project, or report type so the Excel file contains the correct data.

Why Use This Export Process In Project Insight?

This export process helps teams work with large report data sets more efficiently.

Project Insight does this by allowing users to configure report filters, bypass browser display, export report data directly to Excel, and save the report for repeated use.

This helps teams reduce browser load issues, save time, and review large reports in a format better suited for high-volume data.

Related Questions

Can I Export A Project Insight Report Without Running It In The Browser?

Yes. You can use the Export to Excel option from the Run Report menu after setting the filters, without displaying the full report in the browser.

Why Is My Large Report Slow To Load?

Large reports can be slow because browsers are not designed to display thousands of lines of data on a single page. Exporting to Excel is usually a better option for large data sets.

Can I Save A Report After Exporting It To Excel?

Yes. You can save the report after setting the final filters, even if you did not display the full report data in the browser.

Will The Excel Export Match The Report Data?

Yes. The Excel output uses the report filter selections, even though the full report was not displayed in the browser.

Should I Run Or Edit A Saved Large Report?

For large saved reports, use Edit Report so you can export the report to Excel without loading the full report in the browser.

Where Can I Get Help With Project Insight Reports?

For additional help with Project Insight reports, visit Project Insight Support at projectinsight.com/support