Power BI

Desktop

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 Power BI – Brief Informati on

Power BI is a business analytics solution that lets you visualize your data and share insights across your
organization, or embed them in your app or website. Connect to hundreds of data sources and bring your data
to life with live dashboards and reports. interface is simple enough for end users to create their own reports
and dashboards.

Power BI provides cloud-based BI services, known as "Power BI Services", along with a desktop based interface,
called "Power BI Desktop". It offers data warehouse capabilities including data preparation, data discovery and
interactive dashboards

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 Power BI – Key Component
Power BI Desktop :- The Windows-desktop-based application for PCs and desktops, primarily for designing and
publishing reports to the Service.
Power BI Service : online service (now referred to as PowerBI.com or simply Power BI).
Power BI Mobile Apps : The Power BI Mobile apps for Android and iOS devices, as well as for Windows phones
and tablets.
Power BI Gateway :Gateways used to sync external data in and out of Power BI. In Enterprise mode, can also
be used by Flows and PowerApps in Office 365.
Power BI Embedded : Power BI REST API can be used to build dashboards and reports into the custom
applications that serves Power BI users, as well as non-Power BI users.
Power BI Report Server : An On-Premises Power BI Reporting solution for companies that won't or can't store
data in the cloud-based Power BI Service.
Power BI Visuals Marketplace :A marketplace of custom visuals and R-powered visuals.

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 FREE vs. PRO vs. PREMIUM
Individual & Team Use Enterprise
Distribution
Power Power BI Power BI
BI PRO PREM I
FREE
No license required but
UM
Licensing based on dedicated
Individually licensed
users have limited and can leverage all capacity vs. number of users;
access and can’t content creation and content can be viewed
collaborate or distribute interaction features without additional per-user
content costs

Free tier Pro License Premium Capacity Capabilities:

capabilities:
• Capabilities: •
No license required Capacity-based license
• Connect to 70+ data • from
All User-based
Free tierlicense
+ • Publish reports across a company
sources (desktop & • App creation without need for individual user
service) • Email Subscriptions licenses
• Publish to Web • Peer-to-Peer • Greater scale & performance
• Export to PowerPoint, Sharing than shared capacity
Excel, CSV • App Workspaces • Works with on-premise Power BI
• Analyze in Excel Report
& Power BI NOTE:Server
Pro licenses still required to
Desktop publish,
share, and collaborate

Note: These lists may NOT be comprehensive as service features and functionality are frequently
4 updated
 Workflow of Power BI Desktop

Power BI Desktop

Data Data
preparation Data modelling
visualization

Query Relationship Data Report

View View
Editor View

5
POWER QUERY
 WHEN TO USE POWER QUERY
Use Power Query and when you want to…

Analyze more data than can fit into a worksheet Create

connections to databases or external sources Blend

data across multiple large tables

Automate the process of loading and shaping your data

Unleash the full business intelligence capabilities of Power BI

 #1: IMPORT & ANALYZE MILLIONS OF ROWS

When was the last time you loaded

25,000,000 rows of data into Excel?
When you connect to data with Power Query
and load it to Power BI’s Data Model, the
data is compressed and stored in memory,
NOT in worksheets (no more 1,048,576 row
limit!)
 “THE BEST THING TO HAPPEN TO Power BI
• Import and analyze MILLIONS of rows of data in Power BI
• Access data from virtually anywhere (database tables, flat files, cloud services, folders, etc.)

• Quickly build models to blend and analyze data across sources

• Instantly connect sources and analyze holistic performance across your entire data model

• Create fully automated data shaping and loading procedures

• Connect to databases and watch data flow through your model with the click of a button

• Define calculated measures using Data Analysis Expressions (DAX)

• No more redundant A1-style “grid” formulas; DAX expressions are flexible, powerful and portable
 MEET POWER QUERY
Power Query (aka “Get & Transform”) allows you to:
• Connect to data across a wide range of sources
• Filter, shape, append and transform raw data for further analysis and modeling
• Create stored procedures to automate your data prep (like a macro!)

The Power Query tools live in the Data tab, under

the “Get & Transform” section (Power BI 2016)
 TYPES OF DATA CONNECTIONS

From File From Database FromAzure From Online Services From Other Sources
 THE QUERY EDITOR
Query

Editing
Formula Bar
Tools (this is “M” code)

Name your
table!
Data
Applied
Preview Steps

Access the Query Editor by creating a new query and choosing the “Edit” option, or by launching
the Workbook Queries pane (Data > Show Queries) and right-clicking an existing query to edit
#3: AUTOMATE YOUR DATA PROCESSING

With Power Query, you can

filter, shape and transform
your raw data before loading
it into the data model

Each step is automatically

recorded and saved with the
query, and applied
whenever the source data is
refreshed – like a macro!
 QUERY EDITOR TOOLS
The HOME tab includes general settings and common table transformation tools

The TRANSFORM tab includes tools to modify existing columns (splitting/grouping, transposing, extracting text, etc.

The ADD COLUMN tools create new columns based on conditional rules, text operations, calculations, dates, etc.
 BASIC TABLE TRANSFORMATIONS
Sort values Change data types Promote header row
(A-Z, Low-High, etc.) (date, $, %, text, etc.)

Duplicate, move &

rename columns
Keep or remove columns
Tip: Right-click the
Tip: use the “Remove Other column header to
Columns” option if you always access common tools
want a specific set
Keep or remove rows
Tip: use the “Remove Duplicates”
option to create a new lookup
table from scratch
 TEXT-SPECIFIC TOOLS

Extract characters from a text

column using a fixed length,
first or last, or a defined range
Split a text column based on Tip: Select two or more columns to
either a specific delimiter or merge or concatenate fields
a number of characters

HEY THIS IS IMPORTANT!

You can access many of these tools in both the
“Transform” and “Add Column” menus -- the Format a text column to upper, lower or
difference is whether you want to add a new proper case, or add a prefix or suffix
column or modify an existing one Tip: Use “Trim” to eliminate leading & trailing spaces,
or “Clean” to remove non-printable characters
 NUMBER-SPECIFIC TOOLS

Information tools allow

you to define binary flags
(TRUE/FALSE or 1/0) to
Standard Scientific Trigonometry mark each row in a
Statistics functions allow you to column as even, odd,
evaluate basic stats for the selected Standard, Scientific and Trigonometry tools allow you
positive or negative
column (sum, min/max, average, to apply standard operations (addition, multiplication,
count, countdistinct, etc) division, etc.) or more advanced calculations (power,
logarithm, sine, tangent, etc) to each value in a column
Note: These tools return a SINGLE value,
and are commonly used to explore a table Note: Unlike the Statistics options, these tools are applied to
rather than prepare it for loading each individual row in the table
 DATE-SPECIFIC TOOLS

Date & Time tools are relatively straight-forward, and include the following options:
• Age: Difference between the current time and the date in each row
• Date Only: Removes the time component of a date/time field
• Year/Month/Quarter/Week/Day: Extracts individual components from a date field
(Time-specific options include Hour, Minute, Second, etc.)
• Earliest/Latest: Evaluates the earliest or latest date from a column as a single value
(can
only be accessed from the “Transform” menu)

Note: You will almost always want to perform these operations from the “Add Column” menu
to
build out new fields, rather than transforming an individual date/time column

PRO TIP:
Load up a table containing a single date column and use Date tools to build out an
entire calendar table
CREATING A BASIC CALENDAR TABLE

Use pre-defined Date options

in the “Add Column” menu to
quickly build out a calendar
table from a list of dates
 ADDING AN INDEX COLUMN

Index Columns contain a list of

sequential values that can be used to
identify each unique row in a table
(typically starting from 0 or 1)

These columns are often used to

create unique IDs that can be used to
form relationships between tables
(more on that later!)
 ADDING A CONDITIONAL COLUMN

Conditional Columns allow you to define new fields based

on logical rules and conditions (IF/THEN statements)

In this case we’re creating a new conditional column

called “Order Size”, which depends on the values in the
“quantity” column, as follows:
• If quantity >5, Order Size = “Large”
• If quantity is from 2-5, Order Size = “Medium”
• If quantity =1, Order Size = “Small”
• Otherwise Order Size = “Other”
GROUPING & AGGREGATING DATA
Group By allows you to aggregate your data at a different level
(i.e. transform daily data into monthly, roll up transaction-level data by store, etc.)

In this case we’re transforming a daily, transaction-level table into

a summary of “quantity” by “product_id”

Note that we lose any field not specified in the Group By settings
 PIVOTING & UNPIVOTING
“Pivoting” is a fancy way to describe the process of turning distinct row
values into columns (“pivoting”) or turning columns into rows (“unpivoting”)

Imagine that the table is on a hinge; pivoting is like rotating

it from a vertical to a horizontal layout, and unpivoting is
like rotating it from horizontal to vertical

NOTE: Transpose works very similarly, but doesn’t recognize

unique values; instead, the entire table is transformed so
that each row becomes a column and vice versa
MERGING QUERIES
• Merging queries allows you to join tables
based on a common column (like VLOOKUP)

• In this case we’re merging the

FoodMart_Transactions_1997 table with
the Product_Lookup table, which share a
“product_id” column

TIP: Merging adds columns to an existing

table

HEY THIS IS IMPORTANT!

Just because you can merge tables,
doesn’t mean you should.
In general, it’s better to keep tables
separate and define relationships
between them (more on that later!)
 APPENDING QUERIES
• Appending queries allows you to combine (or
stack) tables that share a common structure and
set of columns

• In this case we’re appending the

FoodMart_Transactions_1998 table to the
FoodMart_Transactions_1997 table, since they
contain the same set of columns and data types

TIP: Appending adds rows to an existing table

PRO TIP:
Use the “From Folder” query option to automatically append all files from within the same folder
 POWER QUERY BEST PRACTICES
Give your queries clear and intuitive names, before loading the data
• Define names immediately; updating query & table names later can be a headache,
especially if you’ve already referenced them in calculated measures
• Don’t use spaces in table names (otherwise you have surround them with
single quotes)

Do as much shaping as possible at the source of the data

• Shaping data at the source (i.e. SQL, Access) minimizes the need for complex procedures in
Power Query, and allows you to create new models without replicating the same process

When working with large tables, only load the data you need
• Don’t include hourly data when you only need daily, or product-level transactions when
you only care about store-level performance; extra data will only slow you down
 The Query
Editor

How we import and prepare our data

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 Power BI Desktop – Query Editor

Power BI Desktop

Data Data
preparation Data modelling
visualization

Query Data Relationship Report

View View
Editor View

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 DATABASE NORMALIZATION
Normalization is the process of organizing the tables and columns in a relational database to reduce
redundancy and preserve data integrity. It is commonly used to:
• Eliminate redundant data to decrease table sizes and improve processing speed & efficiency
• Minimize errors and anomalies from data modifications (inserting, updating or deleting records)
• Simplify queries and structure the database for meaningful analysis

In a normalized database, each table should serve a distinct and specific purpose (i.e. product information, calendar
fields, transaction records, customer attributes, etc.)

When you don’t normalize, you end up with tables like

this; all of the duplicate product records could be
eliminated with a lookup table based on product_id

This may not seem critical now, but minor inefficiencies

can become major problems as databases scale in size
 DATA TABLES VS. LOOKUP TABLES
Models generally contain two types of tables: data (or “fact”) tables, and lookup (or “dimension”) tables
• Data tables contain numbers or values, typically at the most granular level possible, with ID or “key” columns
that can be used to connect to each lookup table
• Lookup tables provide descriptive, often text-based attributes about each dimension in a table

This Calendar Lookup table provides additional attributes about each date (month, year, weekday, quarter, etc.)

This Product Lookup table provides additional attributes about each product (brand, product name, sku, price, etc.)

This Data Table contains “quantity” values, and connects

to lookup tables via the “date” and “product_id” columns
 PRIMARY & FOREIGN KEYS

These columns are primary keys; they uniquely identify each

These columns are foreign keys; they row of a table, and match the foreign keys in related data tables
contain multiple instances of each
value, and are used to match the
primary keys in related lookup tables
RELATIONSHIPS VS. MERGED TABLES
Can’t I just merge queries or use LOOKUP or RELATED functions to pull those
attributes into the fact table itself, so that I have everything in one place??
-Anonymous confused man

Original Fact Table fields Attributes from Calendar Lookup table Attributes from Product Lookup table

Sure, but it’s extremely inefficient.

• Merging data in this way creates redundant data and utilizes significantly more memory and
processing power than creating relationships between multiple small tables
 CREATING TABLE RELATIONSHIPS
Option 1: Click and drag relationships in Diagram View Option 2: Use “Create Relationship” in the Design tab

Tip: Always drag relationships from the Data table to the Lookup tables
CONNECTING LOOKUPS TO LOOKUPS
PRO TIP:
Models with multiple related lookup tables
are called “snowflake” schemas
Models with a single table for each lookup
or dimension are called “star” schemas

This Transactions data table can connect to Store_Lookup using store_id,

but does not contain a region_id to connect to the Region_Lookup table

By creating a relationship between Store_Lookup and Region_Lookup

(using region_id), we have essentially connected Transactions with
Region_Lookup; filter context will now flow all the way down the chain
RELATIONSHIP CARDINALITY
Cardinality refers to the uniqueness of values in a column
In Power Pivot, all relationships in a data model should
follow a “one-to-many” cardinality
• Each column (or “key”) used to join tables can only have one
instance of each unique value in the lookup table (these are the
primary keys), but may have many instances of each unique
value in the data table (these are the foreign keys)

In this case we’re joining the Calendar_Lookup table to the FoodMart_Transactions data table
using the date column as our key

There is only one instance of each date in the lookup table (noted by the “1”), but many
instances of
each date in the data table (noted by the asterisk “*”), since multiple transactions occur each
day
 BAD CARDINALITY: MANY-TO-MANY

• If we try to connect these tables using the product_id field, we’ll have a many-to-many relationship
since there are multiple instances of each ID in both tables
• Even if we could create this relationship in Power Pivot, how would you know which product was
actually sold on each date – Cream Soda or Diet Cream Soda?
 BAD CARDINALITY: ONE-TO-ONE

• In this case, connecting the tables above using the product_id field creates a one-to-one
relationship, since each ID only appears once in each table
• Unlike many-to-many, there is nothing illegal about this relationship; it’s just inefficient

To eliminate the inefficiency, you could simply

merge the two tables into a single, valid lookup

Note: this still respects the laws of normalization, since all

rows are unique and directly related to the primary key
CONNECTING MULTIPLE DATA TABLES
Here we’ve loaded a second data table
named Returns, containing records of
returns by date, product and store
• This table connects to each lookup
exactly like the Transactions table did,
except that there is no way to connect
the Returns table to Customer_Lookup
• This allows us to analyze data across
both tables in the same pivot, as long as
we only filter or segment the data using
lookups that are common to both
• In other words, we know which product
was returned, which store it was
HEY THIS IS IMPORTANT! returned to, and which date the return
NEVER try to connect data tables directly to each other; occurred, but NOT which customer was
ALWAYS connect them indirectly via shared lookup tables! responsible
FILTER DIRECTION IS IMPORTANT
•This model includes two data tables (Transactions
and Returns), both connected to the
Calendar_Lookup
•Note the filter directions (shown as arrows) in each
relationship; in Power Pivot (2016) these will
always point from the “one” side of the
relationship (lookups) to the “many” side (data
tables)*
• Filtering a table will impact any tables “downstream” of it, as
PRO TIP: • defined by the filter relationship (i.e the direction of the arrow)
Arrange your lookup tables above your
data tables in diagram view to remind you • Let’s say we’re analyzing both Transactions and Returns in the same
that filters always flow “downstream” PivotTable; filtering by the Calendar_Lookup date field will return
correctly filtered data from both data tables, but filtering by the
Transactions date field will yield unfiltered Returns values
FILTER DIRECTION IS
IMPORTANT (CONT.)

Calendar_Lookup filters flow Filtering by date in the Transactions

“down” to both the Transactions table yields incorrect, unfiltered
and Returns tables, so we can filter values from the Returns table, since
or segment those metrics using any filter context cannot flow
field from the Calendar table “upstream” to the Calendar table
 DEFINING HIERARCHIES
Hierarchies are groups of nested columns that reflect multiple levels of granularity
• For example, a “Geography” hierarchy might include Country, State, and City columns
• Each hierarchy is treated as a single item in PivotTables and PivotCharts, allowing users to “drill up”
and “drill down” through different levels of the hierarchy in a meaningful way

Drag fields to create a hierarchy

Right-click a field to see the hierarchy options

Hierarchies appear in Power Pivot
DATA MODEL BEST PRACTICES

Normalize your data model before you do anything else

• Make sure that each table in your model serves a single, distinct purpose
• Use relationships vs. merged tables; long & narrow tables are better than short & wide

Organize lookup tables above data tables in the diagram view

• This serves as a visual reminder that filters always flow “downstream”

Hide fields from client tools to prevent invalid filter context

• All foreign key columns should be hidden from data tables, so that users are only able to
use valid fields for filtering and segmentation
 The Star Schema

FACT TABLE VS DIM TABLE

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 The Star Schema
DIM TABLE DIM TABLE

Products Customers
• IdentifierProd FACT TABLE • IdentifierCust
• ProductType • FirstName
• PricePerUnit Sales • SecondName
• CostperUnit • Age
• IdentifierProd • Gender
• IdentifierDate
• IdentifierCust
• IdentifierGeo
Time • UnitsSold SalesPoint
• TotalSales
• IdentifierDate • TotalCost • IdentifierGeo
• Year • Continent
• Quarter • Country
• Month • City
• Week
• Day
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 Our Project – Current structure

Population-Combined
• Country-ID
• Country
• Year
• AgeGroup
• Gender
• Population

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 Out Project turned into a Star
Schema

FACT TABLE
DIM TABLE DIM TABLE
Population
Region Age
• Country-ID
• Country-ID • AgeGroup-ID • AgeGroup-ID
• Country • Year • AgeGroup
• Region • Gender • Category
• Population

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 Query: Duplicate vs. Reference

Query Editor

A Query 1 Query 2
B (Created in Query Editor) (Reference to Query 1)
A
Source
B
file A Query 2
C (Duplicate of Query 1)
B

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 Merge Queries - Join Kind
Merged Queries

LEFT RIGHT FULL

ID Sales Region ID Region Sales ID Sales Region

A 10 USA A USA 10
Separate Queries A 10 USA

Outer
Query 1 B 50 n/a BB Europe n/a
Query 2 B 50 n/a
LEFT RIGHT C 20 Asia C Asia 20
C 20 Asia
ID Sales ID Region
BB n/a Europe
A 10 A USA

B 50 BB Europe ID Sales Region ID Region Sales

B 50 n/a BB Europe n/a

Anti

C 20 C Asia

ID Sales Region

A 10 USA

C 20 Asia
Inner

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 Import data into the data
model

Import data
Query 1
Query 2 Default = Query 1 &
Enable load is Query 2 are
Data preparation loaded into the
Data model
set for all data model
Query Editor queries Data View/Report View
Source files

Enable load is Query 1 is

Data preparation only loaded into the Data model
Import data selected for data model
Query 1 Query 1
Query 2 Query Editor Data View/Report View

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 Data View &
Relationships

How we model our data

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 Power BI Desktop – Data Modelling

Power BI Desktop

Data Data
preparation Data modelling
visualization

Query Data Relationship Report

View View
Editor View

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 Query Editor vs. Data Model

Query Editor Data Model

Connect to source files Add relationships

Clean data Add calculated columns

Shape data Add measures

Structure + prepare data Analyse data

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 Query Editor vs. Data Model

Power BI Desktop

Data Data
preparation Data modelling
visualization

Query Data Relationship Report

View View
Editor View

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 Let‘s bring our Data Model to
live

Cardinality

= „Type of relationship“

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 One to many (1:*) & Many to
one (*:1)
Customers Orders

ID-Customer FirstName SecondName ID-Order OrderDate ID-Customer

1 Maximilian Schwarzmueller A 01 Jan 2017 1

2 John Meyer B 08 Jan 2017 2

3 Linda Belle C 15 Jan 2017 1

4 Manuel Lorenz D 25 Jan 2017 1

E 05 Feb 2017 3

F 15 Feb 2017 4

Each customer is unique Each customer can have

multiple orders

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 Course interim conclusion

This course

M OR DAX

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 Calculated Columns vs.
Measures

Perform an operation that generates results for each row of your table Calculated Column

Return a single result of a calculation or an aggregated value (e.g. Averages) Measure

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 Report
View
Let‘s create beautiful charts and tables

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 Power BI Desktop – Report
View
Power BI Desktop

Data Data
preparation Data modelling
visualization

Query Data Relationship Report

View View
Editor View

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 COURSE OUTLINE

1 Introducing Power BI Service Meet Power BI Service, Free vs. Pro vs. Premium,
user personas, signing in, interface overview, etc.

2 Connecting to Data Overview of data sources & loading options,

building
blocks of Power BI Service, workspaces, pro trial,
etc.

3 Gateways, Refresh & Dataflows Understanding gateways, personal mode, on-

premises
mode, understanding and creating dataflows, etc.

4 Reports & Dashboards Creating reports & dashboards, pinning tiles and
reports,
alerts, Q&A, web vs. mobile layout etc.

5 Sharing & Collaboration Tools Printing, exporting, shared with me, publish to
web,
collaborating with coworkers, apps

6 Power BI Mobile (Preview) Understanding core mobile functionality,

interacting,
60 live iPhone demo, etc.
 MEET POWER BI SERVICE
Power BI
Desktop

Power BI Service (aka Power BI online) is a

cloud- based business intelligence service
designed to help users visualize and analyze
data in a centralized online environment.
Power BI
Power BI Service
With Power BI Service, users can connect to Mobile
online or on-premises data sources, build or
publish reports and dashboards, and
collaborate through shared workspaces and
apps.

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 POWER BI: DESKTOP VS. SERVICE
POWER BI DESKTOP POWER BI
SERVICE
Many Limited Data
Data Sources
Sources
Power
Query Dashboard
Modeling & (limited in service) s
Relationshi
Calculated
ps Apps &
Columns
(M code only) Workspac
es
Visualization
Measure Creation
(DAX) Tools (Custom, Gateways &
bookmarks, Dataflows
interactions, etc.)

RLS RLS
Creation Management

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 FREE vs. PRO vs. PREMIUM
Individual & Team Use Enterprise
Distribution
Power Power BI Power BI
BI PRO PREM I
FREE
No license required but
UM
Licensing based on dedicated
Individually licensed
users have limited and can leverage all capacity vs. number of users;
access and can’t content creation and content can be viewed
collaborate or distribute interaction features without additional per-user
content costs

Free tier Pro License Premium Capacity Capabilities:

capabilities:
• Capabilities: •
No license required Capacity-based license
• Connect to 70+ data • from
All User-based
Free tierlicense
+ • Publish reports across a company
sources (desktop & • App creation without need for individual user
service) • Email Subscriptions licenses
• Publish to Web • Peer-to-Peer • Greater scale & performance
• Export to PowerPoint, Sharing than shared capacity
Excel, CSV • App Workspaces • Works with on-premise Power BI
• Analyze in Excel Report
& Power BI NOTE:Server
Pro licenses still required to
Desktop publish,
share, and collaborate

Note: These lists may NOT be comprehensive as service features and functionality are frequently
63 updated
 COMMON USER PERSONAS
Power BI Service can be used in many different ways, and serve many different types
of users. Some common personas include:

THE CREATOR – Creators design, build and maintain reports and dashboards. These users
play a key role in the entire BI workflow – from data wrangling to modeling and
visualization – and must have a deep, well-rounded Power BI skillset.

THE ANALYZER – Analyzers explore and manipulate data to extract key insights. These users
often create and edit visuals, define calculated measures and columns with DAX, and use
features like Q&A, interactions, report filters and bookmarks.

THE COLLABORATOR – Collaborators publish and share reports, apps and workspaces to ensure
that everyone has access to the data they need. Collaborators should be familiar with configuring
user roles, row-level security (RLS), and app/workspace environments.

64
 CREATING A NEW ACCOUNT
Head to Enter your name, create a Once you’ve created your
1 powerbi.microsoft.com/landing/signin
and scroll down to enter your e-mail address
2 password, verify your e-mail, and
confirm you’re not a robot 
3 account, navigate directly
to app.powerbi.com to
and create a new account log in
• Note: Head to Step 3 if you already have an
account

HEY THIS IS IMPORTANT!

Microsoft requires a work, school, or government email address. Domains like @gmail, @yahoo, @outlook will not
be accepted

65
 QUICK TOUR OF THE INTERFACE
NAVIGATION PATH SEARCH BOX
Highlights the active Search your data
workspace, app, report or and
dashboard available content

OFFICE 365
APP
LAUNCH ICON BUTTONS
ER Quick links for
Email, settings,
OneDrive, help, feedback, etc.
Calendar,
etc.
NAVIGATION
PANE
Key Power BI
views, including
Favorites, Apps, CONTENT
Workspaces, etc.
CANVAS
Displays all of your
GET datasets, visuals,
reports,
DATA
dashboards, and
Create new
workbooks
data
connection
s

66
 DATA CONNECTION OPTIONS
Power BI Service allows you to connect to files (Excel, Power BI, csv), content packs (Github,
Google Analytics, Bing, Salesforce, etc.) or databases (Azure SQL database, SSAS, Spark)

FILE CONTENT DATABAS

S PACKS ES

CSV

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 DATA CONNECTION OPTIONS

Power BI service can connect to many

types of data sources but is not as
robust as the Desktop environment
• My Organization (apps created by your
org)
• Services (GitHub, Google Analytics, JIRA,
etc.)
• Files (Excel, CSV, Power BI Desktop)
• Databases (Azure SQL, SSAS, Spark on
Azure)

PRO TIP:
Use Power BI Desktop to connect to database sources and build your relational models, then publish the file
or create a live connection from Power BI Service to make your reports available on the cloud

68
 DATA CONNECTION OPTIONS
MY SERVIC
ORGANIZATION ES

FIL DATABAS
ES ES

69
 DEMO: LOADING A CSV FILE

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 THE BUILDING BLOCKS OF POWER BI
SERVICE
The core building blocks of Power BI Service include datasets, workbooks, reports, and
dashboards, which together form something called a workspace:

3 2 1 HEY THIS IS IMPORTANT!

The same datasets can be used across multiple
reports, workspaces, visualizations and
dashboards

1 DATASETS & WORKBOOKS

contain the data sources 2 REPORTS contain one or more
visuals typically built from 3 DASHBOARDS contain collections of
reports and tiles, which can come
you’ve individual datasets or from multiple datasets
imported or connected to workbooks

71
 THE BUILDING BLOCKS OF POWER BI
SERVICE
DATASETS & REPOR DASHBOA
WORKBOOKS TS RDS
CS
V

72
 COMMON WORKSPACE ACTIONS
Create Report Scheduled Mor
DATASE
TS
Refresh e
Link to create a Set automated Settings & options
ACTIONS new report dataset refresh (rename, delete, analyze
page schedule in excel)

Refresh Replace Delet

WORKBO Now File e
OK Refresh Replace excel file with Delete the
ACTIONS underlying a different version workbook from the
source data workspace

Usag Analyze in Insight

REPORT s
ACTION
e Excel
Report outlining views by user Download your Report insights
S
& day, distribution methods, report to explore generated by
etc. in Excel algorithms

Shar View Setting

DASHBOA
RD e Related s
UFO Dash ACTIONS Share your reports See other reports, workbooks Additional
with colleagues & & dashboards using the settings &
coworkers dataset options

73
 DEMO: LOADING EXCEL WORKBOOKS

PRO TIP:
When it comes to Excel workbooks, recommend performing your data prep and transformation in Excel rather than Power
BI Service, as the Excel Online functionality in Power BI Service is much more limited

74
 DEMO: LOADING TABLES FROM EXCEL

HEY THIS IS IMPORTANT!

When you connect to an Excel file and choose “Import Excel Data into Power BI” (vs. “Upload your Excel File”), Power BI will
search for data formatted as tables and create a new Dataset in your workspace, not a new Workbook. Remember, your file must
include at least one table!

75
 MY WORKSPACE VS. APP WORKSPACES

There are two types of workspaces in Power BI Service: My Workspace & App
Workspaces

My App
Workspace Workspaces
• Personal workspace for a single user (Free • Shared workspace for many users (with Pro
or Pro) licenses)
• By default, only you can access content in this • Multiple users can access and collaborate on
workspace (can’t collaborate with others) content within app workspaces
• Content can be shared with individual Pro • App workspaces can be created and shared
users across
(shared with me) your organization
• Contains core building blocks (datasets, • Contains core building blocks (datasets,
workbooks, workbooks,
reports & dashboards) reports & dashboards), plus dataflows

76
 CREATING AN APP WORKSPACE

Maven Analytics

OPTION 2:
Add a Name (required) and
optional
Description for your app workspace

OPTION 1: Add a Name,

adjust settings for privacy and
permissions, and add members (or
add them later)

77
 ACTIVATING YOUR PRO TRIAL
1

HEY THIS IS IMPORTANT!

Your Pro trial lasts for 60 days, and you’ll see your
3 remaining time in the header bar each time you log in
Refer to Microsoft’s site for post-trial pricing:
powerbi.microsoft.com

78
 UNDERSTANDING GATEWAYS
Data Gateways basically act like a bridge, creating a connection between data on your local
machine
or server (not on the cloud) and Power BI Service (in the cloud)
• This allows you to keep data securely on your own network, and enables options like scheduled
refresh
Manual Refresh
Local (Larry the Intern) Power BI
data Service
CS
V

HEY THIS IS
•IMPORTANT!
Gateways are only supported for
Windows
Data Gateway
• To use scheduled refresh, your Excel or
(Robot Larry)
Power BI file must contain a data model

79
 GATEWAY TYPES
There are two types of gateways in Power BI: Personal Mode gateways and Enterprise Mode
gateways

Personal Mode Gateway •

Enterprise Mode Gateway
• Can only be used by you Can be shared and used by multiple users
• Can’t be used with other apps or services • Can be used by Power BI, PowerApps,
• Only supports scheduled refresh in Power Flow, etc.
BI • Supports scheduled refresh and live
query (Dataflows) for Power BI

PRO TIP:
As a rule of thumb, only use Personal Mode when you’re the only one who needs to refresh your on-prem source
data, or when you need to enable automatic refresh for Power BI reports that you personally manage.

80
 SETTING UP A PERSONAL GATEWAY

1 Head to powerbi.microsoft.com/gateway and click “Download

Gateway”
2 Follow the prompts and select “On-premises
data
gateway (personal mode)” to continue the
installation

Sign-in

HEY THIS IS IMPORTANT!

Make sure to use the SAME ACCOUNT to set up
the
data gateway that you use to sign into Power BI
Service
81
 ENABLING SCHEDULED REFRESH
(PERSONAL MODE)
1 Select the dataset that you’d like to refresh, click the ellipsis to select
Settings, and navigate to the Datasets menu to ensure that your 2 Scroll down to set a frequency
(daily
gateway is running or weekly), time zone, and run
time

3 Check back later to see when your dataset refreshed last, and when it’s scheduled to refresh
next

3/5/2019, 5:31:26 AM

82
 SETTING UP AN ENTERPRISE DATA
GATEWAY
1 Relaunch the data gateway installer (or download a
new one from powerbi.microsoft.com/gateway) and 2 Sign in using your Power BI Service credentials, then click
Configure to create a gateway name and recovery key
select “On-premises data gateway (password)
(recommended)”

83
 SETTING UP AN ENTERPRISE DATA
GATEWAY
To confirm that your gateway is active, click the gear icon in the

3 Power BI Service menu and select Manage Gateways,

where you should see it listed as a Gateway Cluster (don’t
worry about the additional settings or admin menu for now)

84
 UNDERSTANDING DATAFLOWS
Dataflows are essentially Power Query processes that run independently within Power BI
Service,
and are used to ingest, transform, integrate, and enrich your data

Why Dataflows?
• Reuse queries across multiple Power BI Desktop or Service
reports
• Run ETL (extract, transform & load) processes on specific schedules
• Create a centralized data warehouse to serve as a single source of
truth

How are Dataflows Implemented?

1. Create and build dataflows in Power BI Service
2. Schedule refresh settings in Power BI Service
3. Connect to dataflows as a data source in Power BI Desktop
85
 COMMON DATAFLOW USE CASES
Single Multiple .pbix
USE CASE #1 Recycling common Dataflow Reports
queries across multiple Power BI
reports
Need to use the same query across multiple reports? Create a single
dataflow and connect to it as a data source, instead of creating a
brand new connection and replicating your applied steps each time.

USE CASE #2 Creating refresh schedules

to align with reporting cadence
For example, schedule one dataflow to refresh at 8:00 am for your internal
KPI report, and another to refresh monthly for your executive client
dashboard

USE CASE #3 Centralizing critical ETL

processes to ensure data quality
Maintaining separate ETL processes across reports sourcing the same data
is tedious, inefficient, and error-prone. Dataflows allow you to create,
manage, and QA those processes in one central place

86
 CREATING A NEW DATAFLOW
1 Create new Dataflow
& 2 Choose a data source (in this
case
Clean & Transform your data
by adding
select Add New a csv) and configure applied steps (just like Power Query!)
Entities 3 connection

87
 CREATING A NEW DATAFLOW
4 Name, describe, and
save 5 Configure scheduled
refresh
Connect to your dataflow as a
data
your Dataflow settings (frequency & time) source from Power BI
6 Desktop

88
 UNDERSTANDING REPORTS &
DATASETS &
DASHBOARDS
REPORTS DASHBOARDS
WORKBOOKS Contain one or more visuals typically Contain collections of reports and
built tiles,
Contain the data sources you’ve from individual datasets or workbooks which can come from multiple
imported or connected to datasets

CS
V

89
 THE REPORT INTERFACE: READING VS.
Report Reading View
EDITING Report Editing
View
Tools & Options for interacting, exploring, Tools & Options for editing, modifying, and
filtering, and pinning tiles and pages to creating
dashboards report visuals and dashboards

Report Pages (Similar to Excel tabs, Report Pages (Similar to Excel tabs,
each serves as a blank reporting each serves a blank reporting canvas)
canvas)
Filters Pane (Visual-Level, Page- Visualization & Formatting Options (Charts, Slicers, Maps,
Level, Matrices, etc)
Report-Level, and Drillthrough Filters)
Filters Pane (Visual-Level, Page-Level, Report-Level, and Drillthrough
90 Filters)
 REPORT READING TOOLS
Navigate to report editing Reset all filters to default
view view

Tip: download,
Tip: Use personal email, or print
bookmarks to save the QR code for
important or interesting direct mobile
views access

Tip: Use PDF & PowerPoint options

to quickly export presentation
handouts
91
 REPORT EDITING TOOLS
File & Explore tools are
the
same as in Reading view

Tip: Ask a question of your data to

automatically generate relevant
visuals

Tip: Add shapes and buttons that

allow
users to “jump” between report pages
92
 INSERTING & FORMATTING BASIC VISUALS

Select a visualization type to

create a
blank chart template on the canvas

(or
)

Click or drag fields directly into the

report canvas to automatically generate a
new visual (typically a column chart, by
default)

93
 FORMATTING OPTIONS
Example: Line & Column Example: Example: Donut
Chart Matrix Chart

94
 PINNING TILES TO A DASHBOARD

Click on the pushpin icon to pin an

individual report visual to a
dashboard

? HEADS UP!
Slicers have some limitations
in
Power BI, and cannot:
• Support drilldown
• Support visual level filters
• Be individually pinned to a
dashboard (but they can as part of
a live page)

95
 PINNING ENTIRE REPORTS TO A
DASHBOARD
Use the Pin Live Page option to pin an entire
report to a dashboard (including multiple
visuals)

PRO TIP:
Pinning a live page will import slicers and preserve functionality

96
 THE DASHBOARD INTERFACE

Tools to add new tiles,

add/view comments,
Ask a Question allows subscribe, share, set as
you to use natural featured dashboard, etc.
language queries to
generate new tiles from
within your dashboard!

97
 DASHBOARD TOOLS

Tip: Use the “create report” icon to Tip: Use duplicate dashboard
build when creating multiple
a new report from a related dataset similar dashboard to save
Tip: Add images & videos with time
URLs

98
 ADDING DATA DRIVEN ALERTS

1 To create a new alert, click the

ellipsis next to a dashboard 2 Configure your alert by with a
name, condition threshold, and
tile and select Manage notification cadence, then click
alerts Save and close

HEY THIS IS
IMPORTANT!
Alerts can only be set on gauge
charts, KPI cards, and cards.
Alerts do not work with live pinned
report pages

99
 EXPLORING DATA WITH Q&A
Q&A allows you to visualize and explore your data using natural language questions (currently
English only)

“Profit by
Country”

For tips asking question in Power BI Q&A visit -

https://docs.microsoft.com/en-us/power-bi/consumer/end-user-q-and-a-tips

10
0
 GENERATING QUICK INSIGHTS
The Quick Insights tool searches for trends and patterns in your dataset and can display up to 32
individual insight cards with visuals and descriptions

HEY THIS IS IMPORTANT!

Roles (RLS) and Direct Query not
supported. Quick insights will be grayed out
in either case
10
1
 ADDING PERSONAL BOOKMARKS
Personal Bookmarks capture static states of a visual or report page and work exactly like
bookmarks in
Power BI Desktop, except that they’re accessible only by you
Report Reading Report Editing
View View

10
2
 WEB VS. MOBILE LAYOUT

Mobile Layout allows you to design reports on a canvas size optimized for mobile viewing (vs.
web)
• NOTE: You can’t actually build content within the Mobile Layout view; you need to build in Web Layout and assemble select visuals
10 if you plan to share content via the Power BI mobile app
3
 SHARING & COLLABORATION OPTIONS
DASHBOARDS &
REPORTS

INDIVIDUALS

TEAMS

ORGANIZATIO
NS

10
4
 SHARING & COLLABORATION OPTIONS

1 Print or Export a Report Ideal for quickly exporting reports or dashboards as static
PDFs or PowerPoint documents (great for handouts!)

Best for sharing individual pieces of content, especially when

2 Share Reports or recipients only need to view and interact with content (not edit)
Dashboards
Easiest way to collaborate with a team by sharing ownership
3 Share an App and
Workspace management of all content (datasets, reports, dashboards, etc.)

Great for distributing content to large groups or teams, and

4 Publish an App for publishing specific sets of datasets, reports or dashboards

Used for securely embedding content to a website you own

5 Embed Securely Online through SharePoint Online or via URL or iFrame

Only use the Publish to Web option if you want your content to
6 Publish to Web be
publicly visible to anyone online. Use with caution!
10
5
 APP WORKSPACE USER PERMISSIONS

When adding others to app workspaces, you can assign roles based
on
three levels of permissions:
CONTRIBUT MEMBER ADMIN
OR
• Publish, create, edit, and All Contributor rights, All Member rights,
delete content in plus: plus:
• Add members or users • Update/delete workspaces
workspace
with lower permission • Add or remove other
• Can’t add people to new levels users
roles or modify members
• Publish and update apps (including admins)
• Can share if the content
• Share an item or app
has been previously shared
but can’t share new • Allow others to reshare
content

10
6
 PRO TIP GENERATING USAGE REPORTS

Power BI Service offers a report called usage metrics, which you can use to view and monitor
how your
dashboards and reports are being used

PRO TIP:
Choose “save report as” from the file menu to access the underlying data to build and customize your own
usage metrics report!
10
7
 CONFIGURING ROW LEVEL SECURITY
DESKTOP ENVIRONMENT SERVICE
ENVIRONMENT

Roles allow you to define filtered views for specific audiences (i.e.
territory
managers, department leads, execs, etc), using simple DAX statements

10 • NOTE: This is not the same as bookmarks or pre-filtered views; roles

8 actually filter data out of your model and limit what audiences
 CONFIGURING & PUBLISHING AN APP
Apps combine related reports and dashboards that you can selectively publish from App
Workspaces to
large groups of people, both internal and external to your organization

From within an App Workspace, select any

1 reports and dashboards you want to
include

2 Select Publish App to create a new

App

10
9
 CONFIGURING & PUBLISHING AN APP
After selecting Publish App, configure the details, content, and user
access:

1 In the DETAILS tab, add a

description & background
In the CONTENT tab, confirm the
reports & dashboards to be 3 In the ACCESS tab, add specific
individuals, groups, or entire
color published, and choose one to organizations to the App, then click
2 feature (optional) Finish to publish!

11
0
 THANK
11
1 YOU