# Exporting filtered reports

> Share filtered reports through a link, or download them as a PDF, Excel or CSV file or get the file by email.

Source: https://help.venzeo.com/en/article/exporting-filtered-reports
Language: en
Updated: 2026-10-10

Anyone who can sign in to the Venzeo™ web interface can export reports.

Everything the filter shows is exported, so set the filter first, see [Filtering reports](https://help.venzeo.com/en/article/filtering-reports). If you select reports with **Select**, only those are exported.

> **Warning:** Check the filtered reports and their number before you share them outside your organisation.

## Open the export options

1. Open the main menu and, under **Reports**, choose **List view** or **Gallery View**. Export is not available in the map view.
2. In the top bar, click the export button, for example **Export & Share 24 reports**. When the main menu or the filter panel is open on a smaller screen, it is called **Export**.
3. Choose an option. **Download all filtered photos** appears only in the gallery.

![The export menu open, with the URL link, PDF, Excel and CSV options](https://help.venzeo.com/help-assets/images/en/reports-export-dropdown.webp)

To share the filtered reports through a link that needs no sign-in, see [Sharing a live view of reports](https://help.venzeo.com/en/article/sharing-a-live-view-of-reports).

## Download a PDF

1. In the export options, choose **Export as PDF**. The **Export to PDF** pop-up opens.
2. Choose what the PDF should contain, for example photos and comments. A PDF holds at most 2,000 reports.
3. Click **Download PDF**. The pop-up shows **Generating your PDF…**.
4. When **Your PDF is ready** appears, click **Open** to view it in a new tab, or **Download** to save it to your device.

> **Note:** Keep the pop-up open until the PDF is ready. If you close it earlier, the download stops and nothing is emailed. For administrators, the PDF still appears under **Manage PDF, CSV & Links** once it is ready. If it takes a while, click **Send via email instead** to get the link by email.

## Get a PDF by email

1. In the export options, choose **Export as PDF**. The **Export to PDF** pop-up opens.
2. Choose what the PDF should contain.
3. Check the recipient address in the **Email** field.
4. Click **Send PDF via email**. The pop-up closes and a download link arrives by email within a few minutes.

## Download an Excel or CSV file

1. In the export options, choose **Export to Excel** or **Export as CSV**.
2. Choose the columns the file should contain and the **File language**.
3. Click **Download**. The pop-up shows **Preparing your file…**.
4. When **Your file is ready** appears, click **Download** to save it to your device.

> **Note:** Keep the pop-up open until the file is ready. If you close it earlier, the download stops. For administrators, the file still appears under **Manage PDF, CSV & Links** once it is ready. If it takes a while, click **Send via email instead** to get the link by email.

## Get an Excel or CSV file by email

1. In the export options, choose **Export to Excel** or **Export as CSV**.
2. Choose the columns the file should contain and the **File language**.
3. Check the recipient address in the **Email** field.
4. Click **Send via email**. The pop-up closes and a download link arrives by email shortly.

## Review exports as an administrator

Administrators find every link to filtered reports and every generated PDF, Excel and CSV file in the main menu under **Exported PDF, CSV & Links** > **Manage PDF, CSV & Links**. Links to a single report, created with **Share link** or **Send via email**, are not listed. Excel files cannot be deactivated yet. To deactivate a link shared by mistake, see [Reviewing and removing exported PDFs, CSVs and links](https://help.venzeo.com/en/article/reviewing-and-removing-exported-pdfs-csvs-and-links).