Paginated Reports vs. Interactive Reports in Power BI
Power BI offers two primary types of reports: Paginated Reports and Interactive Reports. Each serves different purposes and caters to different reporting needs. This guide provides an in-depth comparison between these two report types, explaining their features, use cases, advantages, and implementation steps in detail.
1. What Are Paginated Reports?
Paginated Reports in Power BI are formatted, print-friendly reports designed for generating fixed-layout, multi-page documents. These reports are typically used for operational and financial reporting, where precise control over layout and data presentation is required.
Key Characteristics of Paginated Reports:
✔ Page-Oriented: Designed for printing or exporting to formats such as PDF, Excel, or Word.
✔ Table-Based Layout: Heavily focused on tabular data and structured presentation.
✔ Fixed Formatting: Layout remains consistent regardless of screen size or user interaction.
✔ Supports Large Datasets: Optimized for handling detailed, large-volume reports.
✔ Parameter-Driven: Uses filters and parameters to allow customization of report views.
✔ Developed in Power BI Report Builder: Uses SQL Server Reporting Services (SSRS) technology.
✔ Best for Regulatory and Financial Reports: Ideal for invoices, statements, balance sheets, purchase orders, and compliance reports.
2. What Are Interactive Reports?
Interactive Reports in Power BI are dynamic, highly visual reports that allow users to explore and interact with data through filters, slicers, drill-throughs, and cross-filtering. These reports are designed for business intelligence and data analysis, enabling real-time insights.
Key Characteristics of Interactive Reports:
✔ Dynamic & Interactive: Users can apply slicers, filters, and drill-throughs to explore data.
✔ Highly Visual: Supports charts, graphs, maps, KPI visuals, and AI-powered insights.
✔ Adaptable Layouts: Reports resize based on screen size (desktop, tablet, mobile).
✔ Designed in Power BI Desktop: Uses a drag-and-drop interface for report creation.
✔ Connected to Live Data Sources: Supports DirectQuery, Live Connection, and Import Mode.
✔ Best for Data Exploration and Analysis: Used for dashboards, trend analysis, and real-time business monitoring.
3. Key Differences Between Paginated and Interactive Reports
| Feature | Paginated Reports | Interactive Reports |
|---|---|---|
| Layout | Fixed, pixel-perfect format | Flexible, responsive layout |
| Data Handling | Handles large datasets with structured tables | Best for summarized, interactive data |
| Interactivity | Minimal user interaction, parameter-driven | Highly interactive (slicers, filters) |
| Visual Elements | Focuses on tables, lists, and charts | Includes visuals like bar charts, maps |
| Development Tool | Power BI Report Builder | Power BI Desktop |
| Best Used For | Financial statements, invoices, and reports for printing | Dashboards, real-time analytics, and KPIs |
| Export Options | PDF, Excel, Word, XML, CSV | PowerPoint, Excel, PDF, Power BI Service |
| Data Sources | SQL Server, SSRS datasets, and Power BI datasets | Power BI datasets, Excel, cloud services |
4. When to Use Paginated Reports vs. Interactive Reports
| Use Case | Recommended Report Type |
|---|---|
| Printing invoices, purchase orders | Paginated Reports |
| Analyzing sales trends over time | Interactive Reports |
| Financial statement reports (P&L, balance sheets) | Paginated Reports |
| Exploring customer demographics visually | Interactive Reports |
| Compliance and regulatory reports | Paginated Reports |
| Interactive dashboards for executives | Interactive Reports |
5. How to Create a Paginated Report in Power BI
Step 1: Install Power BI Report Builder
- Download Power BI Report Builder from the Microsoft Power BI website.
- Install the software and launch the application.
Step 2: Connect to a Data Source
- Click “File” > “New” > “Blank Report”.
- Go to “Data Sources”, then click “Add Data Source”.
- Select SQL Server, Power BI dataset, or another data source.
- Enter connection details and click “Test Connection”.
Step 3: Design the Report Layout
- Insert a Table, Matrix, List, or Chart from the toolbar.
- Bind the table to your dataset fields.
- Apply formatting, grouping, sorting, and expressions as needed.
Step 4: Add Parameters (Optional)
- Click “Report Parameters” and create a new parameter.
- Link the parameter to a dataset query to allow filtering.
Step 5: Preview and Export
- Click “Run” to preview the report.
- Click “Export”, then choose PDF, Excel, or Word.
- Save the report to Power BI Service for sharing.
6. How to Create an Interactive Report in Power BI
Step 1: Open Power BI Desktop
- Download and install Power BI Desktop.
- Click “Get Data” and connect to a data source (Excel, SQL, SharePoint, etc.).
- Click “Load” to import the data.
Step 2: Create Visuals
- Drag fields onto the Report Canvas to create tables, charts, or slicers.
- Use Visualizations Pane to customize appearance.
Step 3: Add Interactivity
- Insert Slicers and Filters to allow users to interact with the data.
- Enable Drill-throughs to navigate between report pages.
- Use Bookmarks and Buttons to create a dynamic experience.
Step 4: Publish and Share
- Click “Publish” to upload the report to Power BI Service.
- Share the report with users or embed it into an app or website.
7. Exporting and Sharing Reports
Paginated Reports:
- Can be exported in PDF, Excel, Word, XML, CSV, MHTML, TIFF.
- Shared via Power BI Service, SharePoint, or email subscriptions.
Interactive Reports:
- Can be exported in PowerPoint, Excel, and PDF.
- Shared via Power BI Service, dashboards, apps, and Power BI Embedded.
8. Conclusion: Which One Should You Choose?
✅ Use Paginated Reports when:
- You need a fixed-format, print-friendly report.
- The report requires large tables and detailed financial statements.
- Reports must follow regulatory or compliance requirements.
✅ Use Interactive Reports when:
- You need real-time, exploratory analysis.
- Users must filter, slice, and drill through data dynamically.
- The report is designed for visual storytelling and KPIs.
Final Thought: Many organizations use both Paginated and Interactive Reports together to leverage the strengths of each. Understanding their differences helps you select the right reporting approach for your business needs.