Create Professional Printable Reports in SharePoint

Introduction

Organizations often need to create professional, printable records from their SharePoint data. The purposes range from audits to customer documentation, legal compliance, internal reporting, or standardized business outputs. While SharePoint excels at storing and displaying information, it does not provide strong native tools for generating clean, structured, or branded printable reports. This gap becomes even more visible when organizations try to export complex records, multi-list data, or formatted layouts.

Infowise Ultimate Forms solves this problem with its powerful Print functionality, giving users the ability to produce polished, consistent, and customizable reports with just a few clicks. No more need to rely on external tools, screenshots, or unstable exports. Teams can generate templated PDF or Word outputs that match their business needs, using real-time SharePoint data and dynamic formatting.

Why Printing Matters in SharePoint-Based Processes

Modern workflows often end digitally, but printed or printable documentation remains essential across many business functions:

• Compliance & Audits: Teams often need PDF versions of forms, approvals, or records for regulatory or audit purposes.

• Client Deliverables: Service organizations frequently send reports, statements, or summaries in professionally formatted documents.

• Internal Reports: Managers need printable views for meetings, reviews, and decision-making sessions.

• Archival: Some business units maintain long-term offline archives for contracts, project summaries, or HR records.

These scenarios demand consistent formatting, reliable output, and often a standardized template, something SharePoint on its own cannot easily deliver.

Ultimate Forms fills this gap by enabling organizations to build professional printable layouts that are directly tied to live SharePoint content.

Print: The Core of Printable Reporting

The Ultimate Forms Print component is a powerful tool that allows users to design and generate fully customized printable outputs. Whether you want a simple one-page summary or a multi-section formatted document, Print gives you complete control.

Key Features of Print

1. Templated, Branded Layouts

You can design templates that include:

• Corporate branding

• Logos and headers

• Section layouts

• Formatting for text, tables, and multi-column content

These templates ensure consistent outputs across the entire organization.

2. No-Code Design Experience

The design interface is user-friendly and requires no development skills. Business users can quickly lay out content elements, insert placeholders, and adjust formatting without touching HTML or code.

3. Merge SharePoint Data Dynamically

Print outputs automatically pull in:

• List columns

• Related items

• Calculated values

• Lookup information

This makes every record-specific output complete and accurate.

4. Support for Multiple Formats

Users can choose their preferred output format, such as:

• PDF (the most common for external distribution and compliance)

• Microsoft Word (ideal for teams that need to edit documents further)

• Microsoft Excel (for data analysis)

Creating a Print Template: How It Works

Building a new printable record begins with the Print section in the Ultimate Forms. There you can choose:

• A blank starting template

• Upload a Word template

• Or import an existing format to reuse

Use the simple mode for fast results. Or opt for the rich text editor in advanced mode, which allows you to place fields exactly where you want them. You can:

• Format headings and subheadings

• Insert repeating sections

• Control spacing and alignment

• Include signatures

This ensures your output mirrors the structure and clarity required for your business process.

Once the template is saved, users can generate printable records directly from any list item, instantly producing a professional document.

Using the Template List for Flexible Output

Every print template created in Ultimate Forms is saved in the backend storage system. This provides several advantages:

✔ Version Control

Teams can maintain multiple versions of the same template and update them without disrupting active workflows.

✔ Reusability

A single template can be used by many users or processes across the site.

✔ Easy Editing

Templates can be modified at any time, helping organizations adapt quickly when branding, policies, or formats change.

✔ Centralized Management

Administrators have full visibility and control over all printed output designs.

Output Options: Instant, Accurate, and Flexible

Once a template is configured, users simply open an item and click Print. The output is rendered instantly based on:

• The current item’s data

• Any relevant related data

• The selected template

• Output preferences (PDF/Word)

All fields are merged dynamically, ensuring that printed reports are always accurate and up to date.

Because outputs are generated directly from SharePoint data, teams avoid:

• Manual copy/paste

• Inconsistent formatting

• Lost information

• Outdated exports

• Screenshots

• Custom development

Printing becomes a seamless part of everyday SharePoint workflows.

Real-World Use Cases

Here are some practical examples of how organizations use Ultimate Forms printable reports:

1. Project Status Reports

Teams generate structured summaries of project milestones, risks, budgets, and next steps—shared with clients or leadership.

2. HR Records and Employee Documents

Onboarding checklists, performance reviews, contracts, and incident reports can be printed in consistent, branded formats.

3. Inspection and Audit Reports

Field inspectors or auditors complete digital forms, which automatically merge into a polished PDF for compliance teams.

4. Sales Quotes and Customer Proposals

Sales reps enter information in SharePoint, and Ultimate Forms produces customer-ready printable proposals.

5. Inventory and Asset Reports

Warehouses and operations teams generate snapshots of item history, stock levels, or equipment records for internal review.

Ultimate Forms ensures every organization can produce high-quality documentation without involving designers, developers, or external reporting tools.

Why Ultimate Forms Is the Best Approach for Printable SharePoint Reports

Unlike custom development or third-party PDF generators, Ultimate Forms provides:

• A fully integrated experience inside SharePoint

• A no-code design interface

• Dynamic, real-time data merging

• Enterprise-grade professional outputs

• Full control over branding and formatting

• Reusable templates

• Highly efficient workflows with minimal user effort

• Automation and scheduling with Actions

This makes Ultimate Forms the ideal solution for any organization needing reliable, on-demand printable reports directly from SharePoint lists.

Conclusion

Printable records continue to play a vital role in modern business operations, from compliance and customer communication to internal reporting and documentation. Infowise Ultimate Forms brings powerful, flexible, and intuitive printing capabilities directly into SharePoint, enabling teams to generate professional outputs with ease.

With customizable templates, dynamic data merging, and instant PDF/Word generation, Ultimate Forms transforms the way organizations create and manage printed documentation. You end up saving time, improving consistency, and unlocking new levels of efficiency.