Class Note: Exporting Power BI Data to Excel

Objective

Summarize methods and best practices for exporting and connecting Power BI data to Excel for analysis and reporting, focusing on maintaining live connections.

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Key Points

Excel Meme Reference

• Common scenario: Managers/executives prefer Excel over other BI tools, prompting frequent requests to "export it to Excel."

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Combining Power BI & Excel

• You can use Power BI for data modeling/visualization and still analyze/report in Excel.
• Data feeds can be live—Excel sheets update as Power BI datasets change.

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Methods to Get Power BI Data into Excel

1. Start from Excel: Importing Power BI Data

• How-to Steps:
  1. Open a blank Excel workbook.
  2. Go to Data > Get Data > From Power Platform > From Power BI.
  3. Search or select the desired Power BI dataset.
  4. Insert as a table or pivot table.
• Features:
  • Filter and select specific data/columns.
  • Data is connected—refresh anytime for updates.
  • Maintain control over formatting and table style.

2. Insert a Power BI Pivot Table in Excel

• How-to Steps:
  1. In Excel, choose Insert > Pivot Table > From Power BI.
  2. Choose your dataset.
  3. Build your pivot: drag fields, set filters, adjust hierarchy.
• Features:
  • Number formatting transfers automatically.
  • Drill down into hierarchies (e.g., by year, by product).
  • Refreshable/live connection.

3. Start from Power BI: “Analyze in Excel”

• How-to Steps:
  1. In Power BI web app, open the report.
  2. Go to Export > Analyze in Excel.
  3. Downloads/extracts an Excel file with a pivot table connected to the dataset (often saved to OneDrive).
  4. Available for web or desktop Excel.
• Features:
  • Access all dataset tables/measures.
  • Use both pre-defined and implicit measures.
  • Best practice: Use Power BI measures for formatting consistency.

4. Export Data (Live Connection) from Power BI Report Visuals

• How-to Steps:
  1. Select visual in Power BI.
  2. More options > Export data.
  3. Choose "Live connection" as the format.
  4. Downloads Excel file; enable editing/content to view data.
• Features:
  • Connected table that auto-refreshes.
  • Exports underlying/summarized data for a specific visual.
  • Conditional formatting and further analysis possible.

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Data Refresh & Connection Management

• Check and edit connection properties in Excel:
  • Set refresh intervals.
  • Choose interface behaviors on file open.
  • All connected Excel tables/pivot tables support the same live updating.

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Requirements & Prerequisites

• Tenant Settings (Admin):
  • "Excel Live Connection" and "Analyze in Excel" must be enabled in Power BI tenant settings.
• Permissions:
  • Need “edit” or “contributor” role on the Power BI dataset/workspace.
• Licenses:
  • Suitable Power BI license required for dataset access.

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Best Practices & Tips

• Use Power BI measures (not just implicit measures) for consistent formatting in Excel pivots.
• Adjust formatting, table styles, and add formulas/conditional formatting to connected tables.
• Choose the integration approach that matches your workflow (Excel-first, Power BI-first, or visual-level export).

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Conclusion

• Multiple options exist to connect/export Power BI data to Excel, each with live update capabilities.
• The method chosen depends on user preference and starting point (Excel or Power BI).
• Ensure prerequisites are met for seamless workflow.

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Reference

• For further learning: See detailed courses/resources (e.g., Fast Track to Power BI).

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Call to Action

• Experiment with different export/connect options to find what works best for your reporting needs.
• Leave comments/feedback on preferred methods and user experiences.