Depending on your SQL Server edition, SSRS has some built-in scheduling functions that allow administrators to schedule SSRS reports to email. Many situations require reporting administrators to turn to SQL-RD, an “out of system” workflow tool for scheduling SSRS reports. In the past, I have discussed in great detail the reasons why administrators use SQL-RD to schedule reports, but now I will cover how administrators schedule SSRS reports to email.
SQL-RD’s user interface makes it easy to schedule and manage your SSRS subscriptions. In SQL-RD, create a schedule using the options found in the home tab. The type of schedule you desire depends on the report’s purpose. Options range from the basic Single Report Subscription to the powerful Data Driven & Event-Based Reporting Schedules. Continue creating the schedule as you normally would, selecting the RS report and its schedule (if applicable).
Creating the Email
Once you reach the Destination screen, you can select the desired destination for the report (in this case email). In SQL-RD there are a variety of options regarding emailing the report and the report’s format that do not exist in SSRS, or require some sort of 3rd party plug-in. Setting up a report email is as easy as writing one in Outlook. For the To, BCC, and CC fields, you can type in the email address manually, or pull addresses from you MAPI, or SQL-RD address book. Multiple emails addresses can be added by delimiting with a semicolon. In the email’s body, you can write a text formatted email or an HTML email. HTML emails allow you to add colors and images and other effects to give your email a professional look and feel. By default, the SSRS report is attached, but you can attach additional files to the email as well. Your email can also be configured to come from alternate email aliases.
Options for report format range from basic formats such as PDF or Excel to other formats such as Lotus Notes or TIFF. Any report format can be encrypted using ZIP encryption or PGP encryption. PDF and Excel encryption have options such as owner/user passwords, permissions, watermarks, and expiration dates to the file. Finalize the destination and click "OK." You can continue adding destinations as you wish or click next to continue.
Completing the Schedule
Complete the schedule by adding report options, exception handling, and any associated tasks. Now you are done! Your report will now be automatically run and emailed to recipients.
This is a rather basic guide to help you schedule SSRS reports to email; there are other ways to email SSRS reports through Data-Driven or Event-Based Scheduling. No matter how your reports need to be run, it is just as easy to format them and send them to users via email.