Printing and Exporting
The schedule and the reports can be printed and exported to a PDF file, HTML web-site or a Flash slideshow presentation. To access the print/export functionality, select "File", "Print/Export" from the main menu.
If you need to print or export the schedule, you need to be in "Schedule" view (the tab at the bottom left corner of the screen). If you are exporting the reports, do this from the "Reports" view. The contents of the print/export window are adjusted to the view you are in.
When you select "File", "Print/Export" from the main menu, a window will open up in which the first page is the "Settings" page. This page is the one which configures what will actually be printed or exported and in which format. Here are all the available fields.
This field controls the output format of the exported schedule. It allows selecting either a "Printer" (and lists all the printers connected to your computer), "Web-site", or "Slide Show". To select one of the formats, click inside the check box near the desired export format.
Exporting to a PDF file is considered the same as printing, because basically, a PDF file is like a printed document – only in an electronic format. Therefore, in order to export to PDF, a special printer driver needs to be installed. It mimics a printer connected to your computer and you will actually see that printer driver in the list of printers that the program shows. Only instead of actually printing to paper, this driver creates a PDF file when you click on "Print". There are various PDF printer drivers available. We recommend the "doPDF" printer driver which is available at "www.dopdf.com".
If you are exporting a report, the "Export to" field also contains the option "Text file". This exports the report into a tab or comma (CSV) delimited text file, which can then be opened in various applications which support this format (e.g. Excel).
This is a read-only informative field which sums up the number of pages it will take to print all the selected resources' schedules.
If you expand this field, you will see a selection between "Schedule" and "Report". The default selected value is the one whose view you were in when you opened the Print/Export window. If "Report" is selected, the type of the report can be chosen in the "Value" column.
- Special Contents - Under the "Contents" field you will see one more selectable item which may be useful in certain situations. This item is called "Special contents". If you select it, an additional page will be added to the Print/Export window. This page contains all the settings which are available inside the "View", "Settings" menu – the settings which configure the look of cells (e.g. font, order of displayed resources, alignment etc.). You see, by default, the printed (or exported) schedule looks the same as it does on screen. However, if you would like to apply a different style to it in the exported format, you can use this option. It will also be saved for the future times you need to print or export.
This field controls whose resources' schedules will be printed or exported. When you open the window, this value initially contains the same resources whose schedule was visible on screen.
A single printed or exported document can only contain the schedules of resources of the same type (e.g. only instructors, or only students). If you need to export several types of schedules, first select the relevant resources of the first type, click on "Print" to generate one document, then select the second type of resources and click on "Print" again. The window does not close when you click on "Print" so this process is quick.
- Separate table for each resource – You will find this option under the "Resources" item. If it's not selected and you chose several resources for export, they will all be a part of the same table. It this item is selected, each resource's schedule will be in a separate table. Try it out and you will see the difference. Use the "Preview" page at the left to compare between these two modes.
- Separate table for each activity – This option is also located under the "Resources" item. It allows you to export schedules of discrete activities. When this option is selected, the schedule of a resource is broken down to many "sub schedules", each containing the cells of only a single activity. All these "sub schedules" are then exported as distinct tables.
This section determines the time range of the exported schedules. It includes the following fields.
- Days – Sets the days (generic days) or dates (calendar dates) to be included in the exported schedule.
- Weekdays – This field can be used to filter the above selected days. This is useful when a long range of calendar dates is selected but you only need specific weekdays. Instead of selecting only these weekdays in the calendar repeatedly across the entire period of dates, you can select the entire range in the previous field, and then filter out the unnecessary weekdays using this field.
- Separate table for each day – This means that the selected days will not all be part of a single schedule, but rather that multiple schedules will be exported, one for each day.
- Separate table for each week – This is relevant when multiple weeks were selected in the Days field. In such case, unless you want them all to be in the same schedule, select this field to export a separate schedule for each week.
- Periods – In case your file contains periods, this field allows you to narrow down the periods that will be visible in the exported schedules. The default is of course that all periods are exported.
- Start Time and End Time – These two fields can be used to narrow down the time range of the exported schedule. By setting them to "tighter" values than the institution's timescale's start and end times, you have the option to export only that part of the timescale.
This section contains various settings which affect the visual aspect of the exported schedule, the span of tables across pages, the size of the paper, margins and more. The Options section has 3 sub sections: "Visual Setup", "Table Setup" and "Page Setup".
This sub section contains several settings which affect the visual aspects of the exported schedule. Here are the available settings here.
- Print in color? – Whether to use in the printout the same background colors of cells that you see on screen.
- Line thickness – This is the size of the table lines in-between the cells. You can increase the default if the lines appear too thin on your printer.
- Override font – By default, the font of cells is taken from the View Settings. There, each component of a cell can have a different font and size. This field allows you to override those fonts, and configure the same font and size for all cells. Note that in order to activate this option you first need to click inside the check box to the left of this field and then select the desired font in the Value column.
- Increase font size by – If you want to leave the View Settings' fonts, but just increase their sizes, you can use this setting here. It will add the value you type here to all the existing font sizes. Use this option if the printed text appears too small to you.
- Can decrease font size down to – By default, in case not all the contents of a cell fit in, the ones for which there is not enough space will not be shown at all. However, if you select this option, you can allow the program to decrease the size of the font in order to fit all the text of a cell. Note that in order to activate this option you need to click inside the check box to the left of this field.
- Word wrap? – This setting controls whether long lines of text should be spanned over multiple lines or cut off with an ellipsis.
This section controls the way the printed tables are spanned across pages. You can have the program position many tables on a single page, or you can have each table span across many pages.
- Tables per page horizontally/vertically – If you would like to fit many tables on each printed page, the tables will be laid out in a matrix on each page. These two fields set the dimensions of this matrix. The total number of tables per one page will be the product of these two values.
- Pages per table horizontally/vertically – If, on the other hand, you would like each printed table to span across multiple pages, use these two values. The table's columns and rows will be divided equally between the pages.
- Skip empty tables – When this option is set and a table contains no scheduled activities at all, the program will skip that schedule and will not print it at all.
This last section's settings are related to paper size, margins' size and titles' height.
- Paper Size – The size of the paper you will be printing on. The default is A4. You can also set a custom size.
- Width and Height – When exporting to a web-site or a slide show presentation, the "Paper Size" setting is irrelevant and thus is hidden. Instead, these dimensions of the exported schedule can be entered in screen pixels units.
- Orientation – Whether to print in portrait or in landscape paper orientation.
- Margins – Top, bottom, left and right margins. These margins are subtracted from the overall size of the paper and the content is printed in the resulting area. The margins are left blank.
- Header and Footer – The content of a header and footer can be edited in the "Titles" page of the Print/Export window. They are basically RTF (rich text format) files. After you edit them, they are saved under the file names that appear in these two fields. This is to allow you to alternatively edit them in an external application (like Word or Wordpad).
- Header Height and Footer Height – This is the total space allocated for the header and footer at the top and the bottom of the printed page.
Seconds per slide – When exporting to a slide show, this setting determines the presentation duration of each slide in seconds.
Text File Options
When exporting a report to a text file, the "Options" section contains only the following 3 options.
- Delimiter – This is the character that will be used to separate the fields in a single line of the text file. Usually a Tab or a comma is a good choice.
- Field Beginning/Ending – These two characters are used to enclose every field in the exported file. Some applications require that each field be enclosed in quotation marks for example. By default, these two fields are empty.
The "Titles" page contains two edit fields – the header and the footer. The toolbar above these two edit fields has the following buttons.
- Font and Size – To use it, first select a portion of text, then click on this button and select the desired font. You can also change the font size in the edit field to the right of the font's name inside the popup list of fonts.
- Style and Alignment – This dropdown button allows you to make text bold, underlined or italic. It also allows you to control the alignment: left, right or center.
- Color – This button controls the color of the selected text.
- Insert Bitmap – This button allows you to embed a Bitmap (BMP) file into the header or the footer.
- Variable Text Placeholder – The last button inserts a text placeholder which is replaced by a variable value during printing. The available options are: date, time, page number and file name.
The last page in the window is the Preview page. You can use it to see how the printout looks like before actually printing. If you are exporting to a file, clicking on the Preview button is the same as clicking on the Export button.