exporting reports

I'm running BE 12.5 and new to the product. i have customized several reports for use by other admins and management.
My questions are:
Are there anyways to export these reports automatically to a shared folder so any admin or manger can access the information they need when they need it?
I know there is an e-mail function, but I have 2 problems with it
1) Recipients are complaining about unnecessary e-mails clogging up their mailboxes in an environment that has very small mailbox space.
2) The attached reports are received in .XML format even though I have selected PDF as the format. When they are saved into a folder these same reports show up as PDF's

Also, one report that I'm having trouble with is a report that shows me what slots in  my library (media device) have non-over-writable media (full) in them and which tapes in my vault are over-writable (ready to be put back into library). Right now, when it's time to replace the tape in my library, i take a screen shot of the slots on my device and then a screen shot of the over-writable media and print it out in paint. There has got to be a better way to do this.

I know these may be ridiculous questions but, like I said, I'm knew to the software and it was set up by someone left the day I came on board and left the company  looking at me for answers.

thanks