---
title: Report Builder in Event Scheduler (Export Events to Excel)
description: Learn how to build, filter, and export customized event reports in eSPACE Report Builder, including selecting report types, filtering by spaces, resources, and services, exporting to Excel or PDF, and saving report filters for future use.
---

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# Report Builder in Event Scheduler (Export Events to Excel)

## How to export a report of events, filter a report, and export to excel

Sections in this article:

- **Overview**
- **Building a Report in Report Builder**
- **Filtering by Items (Spaces/Resources/Services)**
- **Sorting and Filtering *After* Exporting**
- **Exporting to Excel or PDF**
- **Saving the Report Filters for Later**

#### **Overview**

**Report Builder** is purposely designed to allow you to customize the column headers and filter options provided in order to export all occurrences of events into a format that easily allows you to convert into an Excel or PDF. Once in Excel, you can adjust the columns or rows as well as use all the sorting and filter capabilities that Excel provides to format the events the way that you need and then print them. If no adjustments are needed you can export to PDF and print once you export it out of eSPACE.

Report Building also has a variety of filter options for approval areas, event statuses, event categories, spaces, resources, services, and much more!  

Before you export the events, you can drag any column if you wish to change the output order!

 

#### **Building a Report in Report Builder**

- **Go to Reports \> Report Builder**, located on the left sidebar of your dashboard

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-10-7453-PM.png?width=240&height=137&name=undefined-Feb-24-2026-03-38-10-7453-PM.png)

- **First**, select the **"Report Type"** that you want to run. 
    - You have 4 options: **Event List, Space Usage, Item Usage or Calendar Labels.** 
          - Your column header options will be different based on your Report Type selection.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-16-7578-PM.png?width=261&height=222&name=undefined-Feb-24-2026-03-38-16-7578-PM.png)

- **2.** Start building your report by toggling on and/or off the **columns of information** that you want to include on the report. 
    - You can rearrange the columns by clicking and dragging them around into a different order!

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-22-5488-PM.png?width=670&height=1034&name=undefined-Feb-24-2026-03-38-22-5488-PM.png)

- You can select "Check All" which will automatically select all the criteria for your report or only select specific criteria that you want included in the report.

 

- **3.** choose your **location(s)** and **4. start and end dates.**  
    - When choosing **dates** you can either choose **"Simple Dates"** or choose **"Custom Dates"**

**Simple Dates Option**

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-33-4831-PM.png?width=417&height=447&name=undefined-Feb-24-2026-03-38-33-4831-PM.png)

**Custom Dates Option**

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-39-6249-PM.png?width=413&height=419&name=undefined-Feb-24-2026-03-38-39-6249-PM.png)

- **6.** Choose the filters that you want to use including E**vent Status, Event Category, Approval Area, Owner** and more!
- If you need to filter events by "Approved with Shortage", choose either "Approved" or "Approved with Conflicts" and the events that are "Approved with Shortage will be included in either of those filters.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-44-5806-PM.png?width=670&height=200&name=undefined-Feb-24-2026-03-38-44-5806-PM.png)

- **7.** Choose if you also want to filter by **Date Created.**

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-49-8443-PM.png?width=670&height=100&name=undefined-Feb-24-2026-03-38-49-8443-PM.png)

#### **Filtering by Items (Spaces/Resources/Services)**

- **8.** As an option, you can also include "Any" or "All" items that you want to include. If you don't toggle any "on" then the report will assume you want all events with all spaces, resources and services. To filter the report by event with certain spaces and/or resources and/or services, make sure to toggle those specific ones on before running the report.

**Examples of Filtering with Items**

- - **Example One**: If you choose "**Any**" and then toggle on **Room 101** and **Food Service**, the report output will include events that have Room 101 and/or Food Service items associated. However, if there are other items associated with the event, those items will also be included.

- - **Example Two**: If you choose "**All**" and then toggle on **Room 101** and **Food Service**, the report output will include events that have both Room 101 *AND* Food Service items together on the same event. However, if there are other items associated with the event, those items will also be included.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-38-55-6728-PM.png?width=670&height=394&name=undefined-Feb-24-2026-03-38-55-6728-PM.png)

- After choosing all your columns of information, the filter options and then spaces, resources and services, click Run Report.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-39-01-4939-PM.png?width=478&height=87&name=undefined-Feb-24-2026-03-39-01-4939-PM.png)

#### **Sorting and Filtering *After* Exporting**

- On the exported report you can also **sort** the events (and their occurrences) by descending or ascending order by any column. Simply click in the column header to see an up or down arrow appear.

- To group occurrences on events together, sort by the event ID or event name column.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-39-06-3896-PM.png?width=670&height=103&name=undefined-Feb-24-2026-03-39-06-3896-PM.png)

 

#### **Exporting to Excel or PDF**

- After you export the events, you can Export to Excel in order to adjust the columns and/or rows and then print, Export to PDF (keep it as is) or choose to close the report.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-39-11-2351-PM.png?width=670&height=278&name=undefined-Feb-24-2026-03-39-11-2351-PM.png)

 

#### **Saving the Report Filters for Later**

- Prior to running a report, you also have the ability to **"Save Report"** which saves all of your criteria and filter options so that you can quickly run the same report over and over again.  When you select "**Save report",** another screen will open where you can name the report, decide if you want other eSPACE users to see the report, and then **SAVE.**

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-39-16-7126-PM.png?width=585&height=357&name=undefined-Feb-24-2026-03-39-16-7126-PM.png)

- To retrieve the report, simply click on "**Saved Reports",** and click **LOAD**.
- To setup an automatic email reminder about the report, click the green calendar icon and follow the steps.
- To delete the report, click the red trashcan icon.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-03-39-22-1723-PM.png?width=670&height=154&name=undefined-Feb-24-2026-03-39-22-1723-PM.png)

 

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