“Power BI- Notes”

Step 1: Power BI Basics

1. What is Power BI?

Power BI is a Business Intelligence tool developed by Microsoft that helps convert raw
data into meaningful insights through interactive dashboards, visualizations, and
reports.

• It's used for data analysis, data visualization, and report sharing.

• Combines Excel-like familiarity with powerful BI features.

2. Key Features of Power BI:

• Connects to various data sources (Excel, SQL, web APIs, cloud services)

• Data modelling and transformation (Power Query)

• Powerful calculation engine (DAX)

• Drag-and-drop visualizations

• Cloud-based sharing and collaboration (Power BI Service)

Power BI Ecosystem (Components)

Component Description

Main development tool for creating reports and data models. Installed
Power BI Desktop
locally.

Power BI Service Cloud-based platform to publish, share, and schedule reports.

Power BI Mobile Mobile app to view and interact with dashboards.

Power BI Report
On-premise report hosting (for organizations that don’t use the cloud).
Server

Typical Power BI Workflow:

1. Connect – Import data from Excel, SQL Server, APIs, SharePoint, etc.
2. Transform – Clean and shape the data using Power Query Editor (ETL process).
3. Model – Define relationships, calculated columns, and measures using DAX.
4. Visualize – Create interactive charts, tables, and KPIs.
5. Publish & Share – Upload reports to Power BI Service and share via dashboards or
apps.
 Power BI vs Excel (Key Differences)

Feature Power BI Excel

Visualization Interactive, modern, customizable Static, limited

Data Volume Handles millions of rows efficiently Struggles with large data

Data Modelling Star schema, relationships, DAX Flat tables, basic formulas

Sharing Web-based dashboards & apps Files, email-based sharing

Common Interview Questions on Step 1:

1. What is Power BI and what are its main components?

2. Explain the Power BI workflow.

3. How is Power BI different from Excel?

4. What is the use of Power BI Service?

Step 2: Power BI Desktop

Power BI Desktop is a free application that runs on Windows and allows you to connect
to data, transform it, model it, and create visual reports.

1. Installing Power BI Desktop

• Download from Microsoft’s official website or install via the Microsoft Store.

• Requires Windows OS (not available for macOS).

2. Power BI Desktop Interface Overview

After launching Power BI Desktop, you’ll see several key areas:

Area Purpose

Ribbon (Top) Access to common features like data import, visuals, and modeling tools.

Report View Drag-and-drop area for creating visuals.

Data View View raw data in table format.

Model View Create and manage relationships between tables.

Fields Pane Lists your tables, columns, and calculated fields.

Visualizations Pane Choose visual types and configure their fields.

3. Connecting to Data

Power BI supports a wide variety of data sources:

Common Data Sources:

• Excel

• CSV/Text

• SQL Server

• Web APIs

• SharePoint

• Azure

• Oracle, MySQL, PostgreSQL

• Online Services (Salesforce, Google Analytics, etc.)

Interview Tip: Be ready to explain how you connect to SQL Server or Excel and what
credentials or steps are involved.

4. Data Connectivity Modes

Mode Description

Import Data is imported and stored in Power BI file (fastest, best for modelling).

DirectQuery Data stays in source; queries run live every time you view a report.

Live Connection Used for SSAS (SQL Server Analysis Services) only.

When to use Import vs DirectQuery?

• Use Import for speed and complex modelling.

 • Use DirectQuery when working with real-time or large datasets.

5. Save and Publish

• Save files with .pbix extension.

• Use the Publish button to upload your report to Power BI Service for sharing and
dashboard creation.

Common Interview Questions from Step 2:

1. What are the different views in Power BI Desktop?

2. What data sources have you worked with?

3. Difference between Import and DirectQuery mode?

4. Can we change from DirectQuery to Import? (Yes, but only in some cases)

Step 3: Power Query (Data Transformation)

Power Query Editor in Power BI is used for cleaning, transforming, and shaping data
before it's loaded into the model.

1. What is Power Query?

Power Query is a data connection and transformation tool used in Power BI Desktop. It
follows ETL (Extract, Transform, Load) principles.

• Extract data from multiple sources

• Transform it using a graphical interface or M code

• Load it into Power BI for analysis

You can open Power Query by clicking “Transform Data” in the Home tab.

2. Power Query Interface Overview

Section Purpose

Queries Pane Shows all tables (queries) being transformed.

Data Preview
Shows current view of the data table.
Pane

Applied Steps
Keeps track of every transformation step (in order).
Pane
 Section Purpose

Shows M code for the selected step (optional, can be

Formula Bar
enabled).

3. Common Data Cleaning Tasks

These are the most commonly used transformations in interviews and real projects:

Transformation Description

Remove Rows Remove blank rows, duplicates, or rows based on filters.

Split Column Split text by delimiter (e.g., comma, space).

Change Data Type Convert text, whole number, decimal, date, etc.

Rename Columns Make column names clear and consistent.

Trim and Clean Remove extra spaces or non-printable characters.

Fill Down/Up Fill nulls with values above or below.

Group By Aggregate values based on one or more columns.

Pivot/Unpivot Reshape data from rows to columns or vice versa.

4. Merge and Append Queries

These are crucial for combining data from multiple sources or tables.

• Merge Queries (similar to SQL JOIN): Combine rows from two tables using a key
column.

• Append Queries (like SQL UNION): Stack data vertically from two tables with similar
columns.

Interview Tip: Be ready to explain a use case for Merge (e.g., combining Customer data with
Sales data).

5. Custom Columns and Conditional Logic

Use the Add Column tab to:

• Create calculated columns using simple logic or M formulas.

• Write conditional logic (like Excel IF statements):

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= if [Revenue] > 10000 then "High" else "Low"

6. M Language (Advanced but useful)

• Power Query uses the M Language behind the scenes.

• Each transformation step writes an M function (visible in formula bar).

• You’re not expected to write M from scratch in most interviews, but understanding the
syntax helps.

7. Applied Steps & Query Folding

• Each action in Power Query adds an "Applied Step", which is executed in order.

• Query Folding: When transformations are pushed back to the source (important for
performance in DirectQuery).

8. Close & Apply

After all transformations:

• Click Close & Apply to load cleaned data into Power BI Desktop.

Common Interview Questions from Step 3:

1. How do you clean messy data in Power BI?

2. What is the difference between Merge and Append?

3. What is Query Folding?

4. Can you explain how you used Group By or Unpivot in your projects?

Step 4: Data Modeling

Data modeling is the process of structuring your data tables, defining relationships, and
preparing calculated fields so your visualizations and measures work correctly.

1. Why is Data Modeling Important?

• Ensures data integrity

• Enables advanced DAX calculations

 • Boosts report performance

• Allows scalable and flexible reports

2. Data View vs Model View

• Data View: See individual tables and preview their rows.

• Model View: Define and manage relationships between tables (drag-and-drop

interface).

3. Relationships

Power BI automatically detects relationships, but you should understand how to manage them.

Term Meaning

Primary Table Table with unique values (usually a dimension).

Foreign Table Table with repeated values (usually a fact table).

Cardinality One-to-many (1:) or many-to-one (:1) is most common.

Cross Filter Direction Single or both (usually keep Single for performance and clarity).

Interview Tip: Explain that you often work with one-to-many relationships (e.g., one
customer can have many orders).

4. Star vs Snowflake Schema

Schema Description

Central fact table linked directly to dimension tables. Preferred in Power

Star Schema
BI.

Snowflake Dimension tables are normalized (split into sub-dimensions). More

Schema complex.

Best Practice: Use Star Schema for better performance and simpler DAX.

5. Key Modeling Concepts

Fact Tables vs Dimension Tables:

• Fact Table: Transactional data (e.g., sales, revenue, orders)

• Dimension Table: Descriptive attributes (e.g., customer, product, region)

Hide Unused Columns

Hide unnecessary columns (like IDs or unused columns) to keep the model clean.

6. Calculated Columns vs Measures

Feature Calculated Column Measure

Calculated
Each row in a table Aggregated over multiple rows
For

Storage Stored in the model (uses memory) Calculated on the fly (efficient)

Create new data fields (e.g., Profit = Sales - KPIs like Total Sales, Avg
Use Case
Cost) Discount

Best Practice: Prefer Measures over Calculated Columns for performance.

7. Role-playing Dimensions

Sometimes the same dimension table is related to a fact table multiple times (e.g., Date as
Order Date and Ship Date). Use inactive relationships and USERELATIONSHIP() in DAX.

8. Formatting & Sorting

• Rename fields for clarity (e.g., "cust_id" → "Customer ID").

• Use “Sort by Column” (e.g., sort month names by month number).

Common Interview Questions from Step 4:

1. What is the difference between a calculated column and a measure?

2. What is the difference between star and snowflake schema?

3. How do you create and manage relationships in Power BI?

4. Explain a scenario where you had to use USERELATIONSHIP().

Step 5: DAX (Data Analysis Expressions)

DAX is the formula language used in Power BI for creating measures, calculated columns, and
calculated tables. It allows you to perform custom aggregations, calculations, filters, and time
intelligence analysis.

1. Types of DAX Calculations

Type Used For Stored In

Not stored (calculated on-the-

Measure Aggregated results (e.g., Total Sales)
fly)

Calculated Row-level calculations (e.g., Profit per

Stored in model table
Column order)

Create new tables using logic (e.g., filter

Calculated Table Model level
data)

2. Basic DAX Functions

Aggregation:

DAX

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SUM(Sales[Amount])

AVERAGE(Orders[Quantity])

MAX(Products[Price])

Logical:

DAX

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IF(Sales[Amount] > 1000, "High", "Low")

SWITCH(TRUE(), ...)

Text:

DAX

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CONCATENATE(Customer[FirstName], " ", Customer[LastName])

LEFT(Product[Code], 3)

Date:

DAX

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YEAR(Orders[OrderDate])

MONTH(Orders[OrderDate])
 3. Filter Functions

These are used to change the context of calculations:

DAX

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CALCULATE(SUM(Sales[Amount]), Region[RegionName] = "West")

FILTER(Sales, Sales[Amount] > 1000)

ALL(Products) -- removes filters

REMOVEFILTERS(Date)

CALCULATE() is the most powerful function in DAX — it modifies the filter context.

4. Time Intelligence Functions

Power BI has built-in support for time-based calculations (if you have a proper date table).

DAX

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TOTALYTD(SUM(Sales[Amount]), 'Date'[Date])

SAMEPERIODLASTYEAR('Date'[Date])

DATESINPERIOD('Date'[Date], TODAY(), -1, MONTH)

These functions only work correctly if:

• You have a Date Table marked as a Date Table

• Your model has a relationship between the Date Table and your fact table

5. Row Context vs Filter Context (Advanced Concept)

Context Description

Row Context Evaluates values row-by-row (used in calculated columns).

Filter Context Applies filters to a set of rows (used in measures).

CALCULATE transitions from row context to filter context — important for advanced DAX
questions.

6. Common DAX Patterns

Total Sales
DAX

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Total Sales = SUM(Sales[Amount])

Sales for Selected Region

DAX

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West Sales = CALCULATE([Total Sales], Region[RegionName] = "West")

YoY Growth

DAX

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YoY Sales = [Total Sales] - CALCULATE([Total Sales], SAMEPERIODLASTYEAR('Date'[Date]))

Common Interview Questions from Step 5:

1. What is the difference between a measure and a calculated column?

2. What is CALCULATE and why is it important?

3. Explain row context and filter context with examples.

4. How do you calculate Year-over-Year or Month-to-Date in DAX?

5. What is the use of ALL and REMOVEFILTERS in DAX?

Step 6: Data Visualization in Power BI

Data visualization in Power BI is about transforming raw data into visuals that help users
understand, explore, and make decisions effectively.

1. Report View: The Design Canvas

This is where you build your pages, add charts, and organize your visuals using:

• Fields Pane – Drag fields here to build visuals

• Visualizations Pane – Select, format, and customize visual types

• Filters Pane – Apply page-level, visual-level, or report-level filters

2. Most Common Visual Types

Visual Type Use Case

Bar/Column Charts Compare values (e.g., Sales by Region)

Line Charts Show trends over time

Pie/Donut Charts Show proportions (avoid overuse)

Tables & Matrix Display detailed or pivoted data

Cards Display KPIs like total sales or profit

Slicers Filters with dropdowns, sliders, checkboxes

Maps Show geographic data (e.g., Sales by State)

Gauge/KPI Visuals Show progress towards targets

Interview Tip: Be prepared to explain why you chose a specific visual for a metric.

3. Best Practices for Report Design

Keep it Clean & Simple

• Use 4–6 visuals per page (avoid clutter)

• Use consistent font styles and colors

Use Titles and Labels Clearly

• Make sure every chart has a clear title and axis labels

Use Tooltips Wisely

• Add extra info without cluttering the chart

Use Slicers/Filters for Interactivity

• Use slicers for Date, Region, Product, etc.

• Sync slicers across pages if needed

Use Drill Down & Drill Through

• Allow users to click and explore more detailed levels

• Example: Click on a Region to drill into State, then City

Use Bookmarks and Buttons (Advanced)

• For navigation, hiding/showing visuals, pop-ups, etc.

4. Filters & Interactions

Filter Type Scope

Visual-level Affects only one visual

Page-level Affects all visuals on that page

Report-level Affects the entire report

You can also control visual interactions using "Edit Interactions" under the Format tab.

5. Themes & Formatting

• Apply consistent themes for colors and fonts

• Use conditional formatting for KPIs (e.g., red/green status)

• Use custom tooltips and background images (optional)

6. Custom Visuals

Power BI allows you to import visuals from the marketplace:

• Examples: Word Cloud, Sankey Chart, Chiclet Slicer

• Use custom visuals only if built-in ones are insufficient

Common Interview Questions from Step 6:

1. How do you choose which visual to use for a given metric?

2. What are drill-down and drill-through? How have you used them?

3. What are slicers and how do you use them for interactivity?

4. How do you make your reports user-friendly and readable?

Step 7: Dashboard Publishing & Sharing (Power BI Service)

Once your report is built in Power BI Desktop, you need to publish it, share it, and manage its
access, refresh, and usage using the Power BI Service (cloud platform).

1. What is Power BI Service?

Power BI Service (app.powerbi.com) is the online platform for:

• Hosting and sharing reports

 • Setting up data refresh schedules

• Creating dashboards

• Managing access and permissions

• Collaborating across teams

2. Publishing Reports to Power BI Service

From Power BI Desktop:

• Click “Publish” > Select Workspace

• Report is uploaded to Power BI Service in that workspace

A workspace is a container for datasets, reports, dashboards, and dataflows.

3. Dashboards vs Reports

Feature Report Dashboard

Pages Can have multiple pages Single-page summary

Data Source Single dataset Can pin tiles from multiple reports

Interactivity Full interactivity Limited (tile-based navigation)

Dashboards are used to monitor KPIs at a glance; reports are for deeper analysis.

4. Sharing Options

You can share reports in multiple ways:

Method Notes

Share report Directly with users via email (Pro license required)

Publish to Web Generates public link ( Not secure for confidential data)

Workspace Access Add users to a workspace with Viewer/Contributor/Admin roles

Power BI Apps Package multiple reports into an app for easy distribution

Make sure you manage Row-Level Security (RLS) if users should only see their own data.

5. Scheduled Data Refresh

• Setup via Power BI Service > Dataset > Schedule Refresh

 • Configure refresh frequency (daily, hourly, etc.)

• Set up data gateway if data is on-premises

Always monitor refresh failures — they’re common interview questions.

6. Row-Level Security (RLS)

Control which data a user can see using filters:

1. Define roles in Power BI Desktop (Manage Roles)

2. Apply filters (e.g., [Region] = "West")

3. Test with “View as Role”

4. Publish and assign users to roles in Power BI Service

Interview Tip: RLS is often asked in scenarios — like restricting sales reps to see only their
region’s data.

7. Power BI License Types (Basic Overview)

License Type Key Features

Free Build reports locally (can’t share or collaborate)

Pro Share reports, dashboards, use workspaces

Premium Higher capacity, paginated reports, advanced AI, and RLS at scale

Common Interview Questions from Step 7:

1. How do you share your Power BI reports with management?

2. What is the difference between a report and a dashboard?

3. What is Row-Level Security and how do you implement it?

4. How do you schedule data refresh in Power BI Service?

5. What’s the difference between Power BI Pro and Premium?