Create a report of shape data

You can run a report that lists the text or data that is associated with your shapes. For example, you can generate an inventory report from the data that is stored with furniture and equipment shapes in an office layout.

Visio includes 22 sample report definitions that you can use for common reports in your drawings. You can use these definitions, change them to incorporate any shape data that you added to your drawings, or create new report definitions by using the Report Definition Wizard.

  1. On the Review tab, click Shape Reports.

  2. In the Reports dialog box, click the name of the report definition that you want to use.

    Notes: 

    • If you don't see the report definition that you want, clear the Show only drawing-specific reports check box, or click Browse and navigate to the location of the report definition.

    • To change an existing report definition before you generate a report, select the report in the list, click Modify, and then follow the instructions in the Report Definition Wizard.

    • To create a new report definition, click New, and then follow the instructions in the Report Definition Wizard.

  3. Click Run, and then, in the Run Report dialog box, select one of the following report formats:

    Excel

    Creates a report in an Excel worksheet. You must have Excel installed to use this option.

    HTML

    Creates a report in a Web page.

    Note: If you are saving your report as an HTML file, click Browse to choose a location for your report, and then type a name for the report definition at the end of the file path.

    Visio shape

    Creates a report as an Excel worksheet embedded in a shape in your drawing. You must have Excel installed to use this option.

    Notes: 

    • If you are saving your report as a Visio shape on the drawing, select whether to save a copy of the report definition with the shape or to link to the report definition.

    • If you plan to share your drawing with others, select Copy of report definition so that others can see the report.

    XML

    Creates a report as an XML file.

    Note: If you are saving your report as an XML file, click Browse to choose a location for your report, and then type a name for the report definition at the end of the file path.

  4. Click OK.

  1. On the Data menu, click Reports.

  2. In the Report list, click the name of the report definition that you want to use.

    Tip: If you don't see the report definition that you want, clear the Show only drawing-specific reports check box, or click Browse and navigate to the location of the report definition.

    Notes: 

    • To change an existing report definition before you generate a report, select the report in the list, click Modify, and then follow the instructions in the Report Definition Wizard.

    • To create a new report definition, click New, and then follow the instructions in the Report Definition Wizard.

  3. Click Run, and then, in the Run Report dialog box, select one of the following report formats:

    Excel

    Creates a report in an Excel worksheet. You must have Excel installed to use this option.

    HTML

    Creates a report in a Web page.

    Note: If you are saving your report as an HTML file, click Browse to choose a location for your report, and then type a name for the report definition at the end of the file path.

    Visio shape

    Creates a report as an Excel worksheet embedded in a shape in your drawing. You must have Excel installed to use this option.

    Note: If you are saving your report as a Visio shape on the drawing, you can choose whether to save a copy of the report definition with the shape or create a link to the report definition. If you plan to share your drawing with others, select Copy of report definition so that others can see the report.

    XML

    Creates a report as an XML file.

    Note: If you are saving your report as an XML file, click Browse to choose a location for your report, and then type a name for the report definition at the end of the file path.

  4. Click OK.

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