Power BI Data Sources and Connections – A Comprehensive Guide
Power BI is a powerful Business Intelligence (BI) tool that allows users to connect, analyze, and visualize data from various sources. One of Power BI’s greatest strengths is its ability to connect to multiple data sources, including databases, cloud services, Excel files, and online APIs.
This guide provides a detailed step-by-step explanation of Power BI data sources, how to connect them, and best practices for working with data in Power BI.
1. Understanding Power BI Data Sources
Power BI supports three types of data sources:
1️⃣ File-Based Data Sources – Includes Excel, CSV, XML, JSON, PDF, and more.
2️⃣ Database-Based Data Sources – SQL Server, MySQL, PostgreSQL, Oracle, etc.
3️⃣ Cloud-Based Data Sources – Azure, Google Analytics, SharePoint, OneDrive, etc.
Each data source has different connection options and authentication methods, which we will explore in detail.
2. Connecting to Data Sources in Power BI
Power BI allows users to connect to data through the Get Data feature. Here’s how:
📌 Steps to Connect a Data Source in Power BI:
1️⃣ Open Power BI Desktop.
2️⃣ Click on “Get Data” from the Home tab.
3️⃣ Choose the data source type you want to connect to.
4️⃣ Click Connect and provide the necessary details (file path, server details, credentials, etc.).
5️⃣ Click Load to bring the data into Power BI.
6️⃣ Start building reports and visualizations.
Now, let’s explore different data source types and their connection methods.
3. File-Based Data Sources in Power BI
✅ Excel Files (.xls, .xlsx)
Steps to Connect Excel in Power BI:
1️⃣ Click Get Data → Excel.
2️⃣ Browse and select your Excel file.
3️⃣ Choose the worksheet or table you want to import.
4️⃣ Click Load to bring the data into Power BI.
5️⃣ If needed, use Power Query Editor to clean and transform the data.
✅ CSV Files (.csv, .txt)
CSV files store data in a plain text format.
1️⃣ Click Get Data → Text/CSV.
2️⃣ Select the CSV file from your system.
3️⃣ Choose the delimiter (comma, semicolon, tab).
4️⃣ Click Load or Transform Data for modifications.
✅ JSON Files (.json)
1️⃣ Click Get Data → JSON.
2️⃣ Select the JSON file.
3️⃣ Power BI automatically detects nested structures and converts them into a tabular format.
✅ PDF Files (.pdf)
Power BI can extract tabular data from PDF reports.
1️⃣ Click Get Data → PDF.
2️⃣ Select the PDF file and choose the table to import.
3️⃣ Click Load or Transform Data for modifications.
4. Database-Based Data Sources in Power BI
Power BI allows connections to relational databases like SQL Server, MySQL, Oracle, and PostgreSQL.
✅ SQL Server Database Connection
1️⃣ Click Get Data → SQL Server Database.
2️⃣ Enter the Server Name and Database Name.
3️⃣ Choose Import (loads the data) or DirectQuery (connects live).
4️⃣ Provide authentication credentials if required.
5️⃣ Click Load or Transform Data.
✅ MySQL & PostgreSQL Database Connection
For MySQL/PostgreSQL, you need to install ODBC drivers before connecting.
1️⃣ Click Get Data → More → MySQL Database / PostgreSQL Database.
2️⃣ Enter the server name, database name, and authentication details.
3️⃣ Click OK to connect and load data.
✅ Microsoft Access Database Connection
1️⃣ Click Get Data → Access Database.
2️⃣ Select the .accdb or .mdb file.
3️⃣ Click Load or Transform Data.
5. Cloud-Based Data Sources in Power BI
Power BI integrates with various cloud platforms for real-time analytics.
✅ Azure SQL Database
1️⃣ Click Get Data → Azure SQL Database.
2️⃣ Enter the server name, database name, and login credentials.
3️⃣ Click Load or DirectQuery.
✅ Google Analytics Connection
1️⃣ Click Get Data → Online Services → Google Analytics.
2️⃣ Sign in with your Google Account.
3️⃣ Select the Google Analytics property and dataset.
4️⃣ Click Load to bring data into Power BI.
✅ SharePoint List & OneDrive
1️⃣ Click Get Data → Online Services → SharePoint List.
2️⃣ Enter the SharePoint site URL.
3️⃣ Select the required list/table.
4️⃣ Click Load or Transform Data.
6. Connecting to APIs and Web Data
Power BI can connect to web services and REST APIs for real-time data retrieval.
✅ Connecting to Web Data (URL-Based)
1️⃣ Click Get Data → Web.
2️⃣ Enter the URL of the web page or API.
3️⃣ Choose Basic (static data) or Advanced (dynamic queries).
4️⃣ Click Load to import data.
✅ REST API Data Connection
1️⃣ Click Get Data → Web → Advanced.
2️⃣ Enter the API endpoint URL.
3️⃣ Provide authentication keys or tokens (if required).
4️⃣ Click Load and format the data in Power Query.
7. Using Power Query to Transform Data
After connecting to a data source, you can clean and shape the data using Power Query Editor.
✅ Common Power Query Transformations:
✔ Remove null values and duplicates
✔ Rename columns for better readability
✔ Change data types (text, number, date, etc.)
✔ Create new columns using formulas
✔ Merge and append queries for combining datasets
📌 Best Practice: Always clean and format your data before using it in reports.
8. Import Mode vs. DirectQuery – Which One to Choose?
Power BI allows two data connectivity modes:
✅ Import Mode (Recommended for Performance)
- Loads data into Power BI memory
- Faster performance but requires refresh
- Suitable for small to medium datasets
✅ DirectQuery (Live Connection)
- Connects to live databases
- Real-time data updates but slower performance
- Recommended for large enterprise databases
📌 Best Practice: Use Import Mode for static data and DirectQuery for real-time analytics.
9. Refreshing Data in Power BI
Power BI allows automatic and manual data refresh.
✅ Manual Refresh
1️⃣ Click Refresh in Power BI Desktop.
2️⃣ Data updates instantly.
✅ Scheduled Refresh (Power BI Service)
1️⃣ Go to Power BI Service → Datasets.
2️⃣ Click Scheduled Refresh → Set Refresh Time.
3️⃣ Save the settings for automatic updates.
Final Thoughts
Power BI provides a vast range of data sources that help businesses connect, analyze, and visualize their data. Whether using Excel, databases, cloud services, or APIs, Power BI makes it easy to integrate and transform data efficiently.
🚀 Next Steps:
✅ Start building interactive dashboards
✅ Learn about Power BI DAX functions
✅ Publish reports using Power BI Service
Now that you know how to connect data in Power BI, you’re ready to turn raw data into actionable insights!