---
title: Creating an Excel Report (Basic Data Output)
description: "This article shows you how to create a simple Excel report that outputs data from a module. > **Applies to:** System administrators (`admin` role) · **Module:** Set up > Reports ## Opening Reports 1. Click the **Set up** spanner at…"
url: "https://support.symbiant.co.uk/kb/basic-excel-report/"
updated: "2026-10-30"
category: Reporting Suite Tutorial
tags:
  - Add
  - Excel
  - Reports
  - Spreadsheets
---

# Creating an Excel Report (Basic Data Output)

This article shows you how to create a simple Excel report that outputs data from a module.

> **Applies to:** System administrators (`admin` role) · **Module:** Set up > Reports

## Opening Reports

1. Click the **Set up** spanner at the bottom left of the screen.
   ![The Set up spanner at the bottom left](https://support.symbiant.co.uk/wp-content/uploads/2026/10/kb-common-setup-spanner-c03de5.png)
2. Under **System**, click **Reports**.
   ![Reports in the Set up menu](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-setup-reports-ab6dd7.png)

1. Click the **+** at the top right to start a new report.
   ![The + button](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-add-plus-d8c64f.png)

## Report Details

1. In **Resource**, choose the module the report pulls data from, for example **Register-Risks**. Type to search the list.
   ![Choosing the Resource](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-new-resource-4eb776.png)
2. In **Name**, enter the report's name as users will see it, for example `Risk Register (Acme)`.
   ![Naming the report](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-new-name-468e92.png)
3. In **Type**, choose **Excel (.xlsx)**. The full list is Word (.docx), Excel (.xlsx), PowerPoint (.pptx), XML and JSON.
   ![The Type list](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-new-type-0e893f.png)
4. Under **Assignments**, tick who can generate the report: users, roles and/or divisions. In this example, the **admin** and **risk_admin** roles. See [Reporting Permissions](https://support.symbiant.co.uk/kb/reporting-permissions/).
   ![Assigning the report to roles](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-new-assign-7012c9.png)

Once a type is chosen, the **Preferences** panel on the right is where you set up the data and the template.

## Adding a Graph Data Source

A data source decides which records and fields the report pulls. The types are:

- **Graph**: records with their linked data, where you tick the fields you want, including nested ones. The most common choice.
- **Tabular**: a flat list where you choose each column. See [Creating an Excel Tabular Report](https://support.symbiant.co.uk/kb/tabular-excel-report/).
- **Audit**: the history of changes to records. See [Creating an Excel Audit Report](https://support.symbiant.co.uk/kb/excel-audit-report/).
- **Retracted**: records that have been deleted (archived).
- **Auth \[users\]**: all users with their roles and divisions.
- **Files**: files attached to records.

1. Under **Data sources**, click **Add New**, then **Graph**.
   ![The Add New list of data source types](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-addnew-4833c6.png)
2. Replace the generated name with a short one, for example `rd` (risk details). You'll use it in every marker, so keep it short. Then click **Graph...** to choose the fields. The ✗ next to it turns into a ✓ once fields are chosen.
   ![The data source name and Graph...](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-ds-row-624483.png)
3. Tick the fields you want. For drop-down fields such as **Level**, tick the field and then its **text** value underneath.
   ![Ticking Reference, Summary and Level text](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-graph-85561c.png)
4. To see friendly field names instead of system keys, click the **Show translated attribute names** icon at the top right.
   ![Translated attribute names](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-graph-translate-254d23.png)
5. Click **OK**.
   ![OK](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-graph-ok-10003e.png)

## Getting the Markers

Each ticked field becomes a **marker** you put in your template. Click **Show available markers...** above the document template to list them.

![The markers for the ticked fields](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-markers-9c0eab.png)

A marker is the data source name and the field key in double curly brackets, for example `{{rd:risk/reference}}`. Word templates can also use double square brackets, for example `[[rd:risk/reference]]`.

## Building the Excel Template

1. In Excel, create a header row with your column names.
2. In the row underneath, paste one marker into each column. When the report runs, this row is repeated once for each record.
   ![An Excel template with markers under each heading](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-xlsx-template-73c828.png)

In this example template the data source is called `data`, so the markers start `{{data:`.

1. Save the file as `.xlsx`.

> **Tip:** Download an existing report's template (click its file name under **Document template**) and use it as a starting point.

## Uploading the Template

1. Under **Document template**, click **Choose File** (or drag the file onto **Drop file here**) and pick your template.
   ![Uploading the template](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-doc-template-new-058b91.png)
2. Click **Save** at the top right.
   ![The Save button](https://support.symbiant.co.uk/wp-content/uploads/2026/10/translators-save-f3437f.png)

## Generating the Report

1. Click the **Set up** button at the bottom left to leave Set up.
   ![Leaving Set up](https://support.symbiant.co.uk/wp-content/uploads/2026/10/kb-common-exit-setup-a986db.png)
2. Click **Reports** at the bottom of the menu on the left.
   ![Reports in the main menu](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-front-nav-d62952.png)
3. Find the report (type part of its name in the **Name** filter) and click **Generate**. The file downloads to your computer.
   ![Generate](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-front-generate-372a86.png)

> **Tip:** Click **Filter** next to **Generate** to limit which records go into the report. See [Advanced Filtering on Reports](https://support.symbiant.co.uk/kb/advanced-filtering-on-reports/).

## The Output

Each record appears on its own row, with the markers replaced by the data.

![The generated Excel report](https://support.symbiant.co.uk/wp-content/uploads/2026/10/rp-xlsx-output-fa8383.png)

## Related articles

- [Reporting Permissions](https://support.symbiant.co.uk/kb/reporting-permissions/)
- [Advanced Report Syntax](https://support.symbiant.co.uk/kb/advanced-report-syntax/)