How to Export Multiple Power BI Report Pages to PDF

Imagine your manager opening the PDF just before the monthly review. She wants to begin with the overall result, move on to sales and then discuss what operations needs to do next. Instead, she has to find those pages among the diagnostic views your reporting team uses to check the data.

You know which three pages she needs: Summary, Sales and Operations. You prepared the same selection last month, and the month before. The report itself is useful; getting the right parts into her inbox has become another recurring task.

PBRS lets you keep that selection in a reporting job, together with the PDF format and delivery destination. Once you have checked the pack, you can reuse the job for the next review instead of assembling the document again.

Start by looking at the three pages together. Does Summary explain the overall position? Does Sales give enough context for the result? Does Operations help the team decide what to do next? Those questions give the export a purpose beyond simply putting several pages in one file.

Keep the reporting month consistent across the pack, too. Selecting the Sales page decides which page is included; choosing September decides which figures it shows. Your manager needs both choices to be right.

If this is a one-off request for the whole report, Power BI’s built-in PDF export may be all you need. In the service, choose Export > PDF and leave Only export current page unchecked. Review the options for hidden pages, then open the result to see what was included.

Our manager’s request is different: the same selected pages are needed every month, and the internal diagnostic view should stay out. Saving that selection in PBRS gives the recurring task a home. The reporting team can maintain the pack once and set when and where it is delivered.

Before configuring it, check whether the three sections really belong to one Power BI report. Pages To Render selects pages within a report. If Summary, Sales and Operations are separate reports, you need a packaging workflow as well; selecting page numbers alone will not combine them.

Begin with a test copy addressed to yourself. You want to see exactly what your manager will receive, including the filename and the attachment, before it becomes part of the monthly routine.

In PBRS, create or open a Single Report Schedule for the management report. In Settings, use Pages To Render to select Summary, Sales and Operations. If those are currently pages one, two and three, the selection is 1,2,3.

The Single Report Schedule guide also explains ranges and named selections. Use Preview to check that the selection produces the intended pages in a useful order.

Set the reporting-month filter, then choose the delivery destination and Acrobat Format (*.pdf). Give the file a recognisable name that includes the review and period, so colleagues can find the right copy later.

Read the attachment before setting the recurrence

Run the job and open the delivered PDF. Confirm that Summary, Sales and Operations are present and that the diagnostic page is absent. Then read the dates and a few familiar figures across all three pages. A three-page file is only useful if those are the right three pages for the right month.

Ask your manager to try the test copy. Can she follow the discussion from the overall result to the sales detail and the operational response? If chart labels are too small or a page needs explanation, adjust the report before automating the handoff.

Once the pack is ready, switch to the approved destination and schedule it after the monthly figures are available. Check how the month selection advances, so the next run does not quietly repeat September.

If your application knows when the monthly figures are ready, it can request the saved PBRS job then. The reporting team keeps control of the three-page PDF and its destination; the application handles the request to start it.

When the application also maintains page selections, keep their business meaning visible. In our example, pages one, two and three mean Summary, Sales and Operations. That relationship needs a review whenever the report author moves or replaces a page.

{
  "RenderingSettings": {
    "PagesToRender": "1,2,3"
  }
}

POST {pbrsBaseUrl}/api/Schedule/ExecuteScheduleAsync
Authorization: bearer {pbrsAccessToken}
Content-Type: application/json

{
  "ScheduleType": "report",
  "uniqueid": 101,
  "RunBy": "Monthly management pack"
}

GET {pbrsBaseUrl}/api/Schedule/GetExecutionStatus?ExecutionId={ExecutionId}
Authorization: bearer {pbrsAccessToken}

At the next review, your manager opens one PDF and starts with the overall result. Sales supplies the detail, Operations gives the team its next discussion, and the internal diagnostic page stays with the reporting team.

Start with those three checked pages and one test delivery. For the wider setup, explore scheduled Power BI PDF delivery and Power BI Report Automation. A pack your manager already finds useful is a good first job to automate.

Use the evaluation guide to plan the trial around your next management review.

Download the PBRS Internal Evaluation Guide