Here is a comprehensive, step-by-step guide on Exporting Power BI Reports to PDF, PPT, and Excel with detailed explanations for each step.
Exporting Power BI Reports to PDF, PPT, and Excel – Step-by-Step Guide
Power BI allows users to export reports in different formats, including PDF (Portable Document Format), PPT (PowerPoint), and Excel. This functionality is useful for sharing insights with stakeholders who may not have access to Power BI Service or Desktop. Below, we cover each export method in detail.
1. Exporting Power BI Reports to PDF
Exporting to PDF is a common method to share Power BI reports in a static format while maintaining the layout and design.
Step 1: Open the Power BI Report
- Launch Power BI Desktop or Power BI Service.
- Open the report you want to export.
Step 2: Click on the File Menu
- In Power BI Desktop, click on File in the top menu.
- Select Export and then Export to PDF.
Step 3: Generating the PDF
- Power BI will process the report and convert all visible pages into a PDF file.
- Once completed, a Save As dialog box will appear.
- Choose the desired folder and click Save.
Step 4: Review the PDF
- Open the saved PDF file.
- Ensure the report layout, visuals, and text appear correctly.
- If adjustments are needed, go back to Power BI, modify the report, and re-export.
2. Exporting Power BI Reports to PowerPoint (PPT)
Exporting reports to PowerPoint allows users to present their reports in a slide format.
Step 1: Open the Report in Power BI Service
- Go to Power BI Service.
- Navigate to the report you want to export.
Step 2: Open the Export Options
- Click on File in the top-left corner.
- Select Export to PowerPoint (PPT).
Step 3: Choose Export Options
- A dialog box appears with two options:
- Current Values: Exports the report with the data currently displayed.
- Include Live Data (if available): Allows users to interact with live visuals.
- Select the preferred option and click Export.
Step 4: Download the PPT File
- Power BI will generate the PowerPoint file.
- Once completed, a download link appears.
- Click Download to save the file.
Step 5: Review and Edit the Presentation
- Open the exported PPT file.
- Each report page appears as an individual static image slide.
- You can add text, annotations, or additional slides as needed.
3. Exporting Power BI Data to Excel
Exporting to Excel allows users to work with tabular data for further analysis.
Step 1: Open the Power BI Report
- Open the report in Power BI Service or Power BI Desktop.
Step 2: Select a Visual
- Click on a table, matrix, or visual containing the data you want to export.
Step 3: Open Export Data Option
- Click the ellipsis (…) in the top-right corner of the selected visual.
- Choose Export Data.
Step 4: Choose Export Format
- A dialog box appears with two options:
- Summarized Data: Exports the aggregated data shown in the visual.
- Underlying Data: Exports raw, unaggregated data (if permissions allow).
- Select the desired option and click Export.
Step 5: Download and Open the Excel File
- The data will be exported as an Excel (.xlsx) file.
- Click the download link to save the file.
- Open the file in Microsoft Excel to analyze the exported data.
Best Practices for Exporting Power BI Reports
✔ Keep reports optimized – Large reports with heavy visuals may take longer to export.
✔ Check formatting before exporting – Ensure that the layout looks correct for PDF or PPT.
✔ Ensure permissions are set – Some exports (like underlying data in Excel) require specific access permissions.
✔ Use export features wisely – PowerPoint exports are static images, while Excel allows further data manipulation.
By following these steps, you can effectively share Power BI reports with stakeholders using PDF, PPT, and Excel exports.
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