3 Ways to Share Project Reports in SharePoint

Grace Windsor
By | Updated March 2, 2021 | 5 min read
How to Choose an Effective Project Management Methodology

Without a doubt, communication can make or break your project. Yet, with so many channels available – instant message, email, chat tools – it’s easy for key information to get lost or misunderstood!


Video demo: Project and Portfolio Reporting with BrightWork for SharePoint On-Premises 


As a project manager, you need to communicate regularly with the team and stakeholders, sharing relevant information in an easy-to-use way.

Unfortunately, you likely don’t have time to create and email reports or updates on a daily or weekly basis! Even if you did – this isn’t a good use of your valuable time!

With a project management tool like BrightWork, you can build and share reports via email quickly to increase project visibility.

Keep reading to learn more about the types of reports you can send to different audiences and how to share project reports via email using BrightWork.


Project Reports By Audience

The project team needs to see different types of information and report formats to make their jobs easier. Below are key reports by team role to consider.


1. Stakeholders

Stakeholders need access to real-time portfolio dashboards with the option to drill-down for more information. Depending on the type of project and how working is progressing, share these reports on a weekly basis or an ad-hoc basis.

BrightWork Business Project Office



2. Project Manager

Daily email reports such as Upcoming Work, Overdue work, and Top Open Issues, will help you to stay on top of progress without spending hours looking for data.

BrightWork Work Report - Work By Assigned To


3. Team Member

Team members are likely working on several projects at once. Schedule a weekly ‘My Work’ report to your team, for example, every Monday morning to help everyone focus on their tasks.

BrightWork My Work Report


This short video shows key BrightWork reports in action.


Now that you have some ideas about what types of reports to use, let’s take a look at sharing this information via email.  There are three ways to share reports via email with BrightWork: ad-hoc reports, scheduled email, and dashboards.


3 Ways to Share Project Reports in SharePoint

1. Share Ad-Hoc Reports

Need to share an updated report with a stakeholder ahead of a key meeting?

Using the Reporter ribbon in BrightWork, you can quickly share a report with the necessary people.

BrightWork Reporter Schedule an Email



Just fill in the form and a copy of the report will soon be in their inbox!

All emailed reports have hyperlinks for the recipient to drill down into each project to get more insight.

BrightWork Email Report




2. Share Reports using Scheduled Emails

Setting up a scheduled report can save invaluable time every week!

Firstly, you’ll need to activate the ‘BrightWork Scheduled Report Email’ feature (found in ‘Project Settings’ under ‘Site Settings’). Note – this feature must be activated on a site-by-site basis.

Next, navigate to the relevant report. Select ‘Advanced Share’ and ‘Create Scheduled Email’.

Fill in the form and schedule your email as needed.


The Email Scheduler is security smart – emails will only include items from the sites and lists that users have been granted access to. The information in the email is similar to the information available to a user when logged into the project site.

Over the course of a project, various scheduled reports will be created at different times.

It’s easy to view and manage these emails in the ‘Scheduled Report Email list’, located under ‘Advanced Share’. The report will also detail which emails failed to send and why.


3. Sharing Portfolio Dashboards

While scheduled and ad-hoc emails work for individual reports, what about a series of reports contained in a dashboard? Stakeholders often want a summary overview of the project with charts, scorecards, or reports on various different aspects of the project such as risks.

The easiest way to share these dashboards is to print, or save, the page to  .pdf or .xps format.


1. PDF Format

Start by right-clicking on the relevant webpage. Next, select ‘Print’ and use the drop-down options to select ‘print’ or ‘save’ to PDF.


BrightWork Reporter Save as PDF



2. .XPS Format

Depending on your printer settings, the option to print to .xps format is typically under ‘See more options’.

Tip: For best results, change the document orientation to “Landscape” in “Preferences”.


Editor’s Note: This post was originally published in June 2015 and has been updated for freshness, accuracy, and comprehensiveness.


Image credit

Grace Windsor
Grace Windsor

Grace is a content creator within the marketing team at BrightWork. She loves creating actionable content in different formats to help others achieve more project success. Grace spent far too long at university studying English literature, which instilled a life-long love of learning and upskilling. In her free time, she enjoys a challenging session at the gym, tucking into a good book, and walking the beautiful Galway coastline with her dog.

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