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Power BI is a really strong tool for business intelligence that belongs to Microsoft company. It has transformed the way businesses all over the world illustrate and analyze their data. Exporting data from Power BI is absolutely vital if you are to uncover insights effectively and disseminate information among teams.
This article explores the basics of getting the data you have in power BI essentials and how to export data from BI, discussing the different techniques you could use and things to observe so that the integrity and accuracy of this data are upheld.
If you are a data owner or have permission to access the data used in Power BI to develop a particular visual, you can view and export the type of data that is used.
As for the Power BI essentials point, when you need to export or open in Excel, then if you don’t have permission to access the data, you can’t proceed. On many occasions, it is restricted and available only to authorized personnel or to selective people.
A detailed account of the above-stated limitations is outlined in the Considerations and Limitations section of this document. Depending on whether you are using the Power BI service, you will need to contact the Power BI administrator or check the contact details of the person who has co-created the dashboards for export rights.
Data is always safe as it is never exported out of Power BI: Power BI Essentials
Owners of such reports can categorize and hence tag the reports with sensitivity labels from Microsoft Purview Information Protection.
If the data has protection settings that are related to the sensitivity label, Power BI executes these protection settings while exporting the report data in Excel, PowerPoint, or PDF format. This is possible for users who have been given special access to open protected files.
Microsoft Defender for Cloud Apps can be used by Security and Power BI administrators to see users’ access and activities, conduct real-time risk assessments, and specify segments of controls related to the established labels.
For instance, organizations can enable Microsoft Defender for Cloud Apps to allow a given policy to block users from exporting data from Power BI to unmanaged gadgets.
To deepen your understanding, consider taking a specialized course. A great resource is the Power BI Course for Beginners, which offers a structured approach to mastering these skills.
1. Go to the Power BI service, Sign in the Power BI account. Go to a dashboard and choose a tile with the visual on it.
2. In the upper right corner, select More options (. . . ), which will change the Export to. Csv.
3. If the tile was created from a report that was labeled with a sensitivity level, it displays this warning. There is nothing wrong with exporting but do consider the sensitivity of the content before reaching a decision to export or not. In case one needs to export data with a sensitivity label, he/ she should export from the report page, which contains the original visual, instead of the export option available in the chart.
4. Essentially, Power BI exports the data to the .csv file. Filtering the visualization? If so, then the. CSV export is also filtered. This is in addition to the fact that the data and table displayed on the screen are filtered. When you try to download the binary file, your browser asks where to save it or to open it automatically. In particular, after export is carried out by default, data will be saved in the local folder referred to as Downloads.
5. Open the. csv file in Excel.
It is easy to export data from a report visual in Power BI Desktop because the following steps are simple: When you export the data, Power BI generates a .csv file containing it, which is necessary for further analysis and insight generation.
1. Select the visual choose More options( … )> Export data.
2. In the Save As dialog box, it is required to pick the directory for storage. csv file, and edit the file name that you want to be.
3. Select Save
Regarding the data export options, it is essential to note that Power BI report designers can influence the types of granted data export options for consumers. The choices are:
• Make end-users able to export summarized data into either the Power BI service or from the Power BI report server.
• Make end users export summaries and details using the service or Report Server .
• Restrict the end users from exporting any data from the service or Report Server. To set these options:
1. Beginning with Power BI Desktop.
2. In the upper left-hand corner, click on the word ‘File’ at the top toolbar, then go to the options and settings section and select options.
3. On the ribbon bar, click on the CURRENT FILE and click on Report Settings.
4. Choose your export data option from the provided Export data section.
You can also do this via the Power BI service itself.
As what was mentioned above if there is a clash between what the admin has set in the Power BI admin portal against what the reports would have set for exporting data then what the admin has to say goes.
These considerations and limitations are common to both PBI Desktop and the Power BI service, as well as both PBI Pro and the Power BI Premium.
Excel exporting is used more frequently than other forms of exporting for many reasons, and some of the factors to consider when exporting to Excel are: Exporting is again one of the options that the report designers and power BI administrators may turn off for a particular person or even for the entire company or organization. They remove it to make certain that such information does not fall into the possessiveness of the wrong individuals.
If you feel that you cannot utilize this feature, then you should talk to the owner of the report and your company administrator. They can leave you wondering why you cannot export data from a certain visual or from all visuals. This perhaps might not be working, and they are negotiating that they can help them turn this feature on for you.
There are occasions when there will be some specific reasons for not being successful in export. It can be permissions of the field, contents of the data held in the field, whether the field is of character or numeric type, whether the field has been designed as an ‘option’ field, how the designer has named the field, and many other possibilities.
• In the case of exporting data to Excel, the download of the generated workbook’s speed depends on the network bandwidth.
• This is the maximum number of rows that Power BI Desktop, as well as the Power BI service, is able to export to a. csv file is 30,000.
• Applications (requests) that can be exported to the maximum number of rows of an . xlsx file is 150,000. It may reach 150,000, but depending on query limits and visual types, it may not be as high as that.
When exporting from matrix visuals with Data with the current layout, the export limit is fixed at 150,000 data intersections. Concerning the table visual, each row has only one data intersection. For a matrix visual, each row may contain 1 or more data intersections; hence, the exported rows might be lower than 150,000.
Here is an example: If it is a matrix visual based on a 3-way intersection per row, the maximum number of rows is 150,000 / 3 = 50,000. Based on the above, if the data is reached, the message “Exported data exceeded the allowed volume.
Some data may have been omitted. ” is inserted at the bottom of the Excel file. To avert this situation, it is recommended to either reduce the number of dimensions or do some data filtering.
Export using Underlying data doesn't work if:
The version is old, and the date is prior to the year 2016.
All the tables in the model do not have a defining key.
Someone, either an administrator or a report designer, has turned it off.
Thus, if you untick the Show items with no data option for the visualization, Power BI will export them.
Mastering the export functionality in Power BI is a vital skill for any business intelligence professional. By efficiently exporting data, you can ensure that valuable insights are accessible and actionable, facilitating better communication and decision-making across your organization. This guide has provided you with the essential knowledge and steps to export data from Power BI effectively, helping you maximize the tool's potential.
As you continue to explore and utilize Power BI, these skills will empower you to harness the full capabilities of your data, driving more informed strategies and outcomes for your business.
