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What are Paginated Reports?

Posted on by Zubair Shaik

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Paginated Reports in Power BI – A Complete Guide

Introduction to Paginated Reports

Paginated Reports in Power BI are designed for printing and sharing structured, pixel-perfect reports that can span multiple pages. Unlike interactive Power BI reports, which are optimized for data exploration and visualization, paginated reports provide highly formatted, table-based layouts suitable for document-style reporting. These reports are ideal for scenarios like invoices, financial statements, inventory reports, and operational summaries.

Paginated Reports are created using Power BI Report Builder, which provides precise control over layout, formatting, and data presentation. They can be exported into multiple formats, such as PDF, Excel, Word, CSV, and PowerPoint, making them useful for businesses that need printable reports.

Key Characteristics of Paginated Reports

  • Designed for Print & PDF Exports: Optimized for structured, multi-page reports.
  • Pixel-Perfect Formatting: Offers precise control over page layouts, fonts, headers, footers, and table alignments.
  • Supports Large Datasets: Suitable for working with large-scale reports that may not fit within Power BI’s standard visual-based dashboards.
  • Multiple Data Sources Support: Can connect to SQL Server, Azure, Power BI datasets, and other databases.
  • Customizable Layouts & Templates: Users can define custom layouts with headers, footers, page breaks, and table groupings.

Step-by-Step Guide to Creating Paginated Reports in Power BI

To create and deploy a paginated report in Power BI, follow these detailed steps:

Step 1: Install Power BI Report Builder

Power BI Paginated Reports are created using Power BI Report Builder. You can download and install it as follows:

  1. Go to Microsoft Download Center or Power BI Service.
  2. Download Power BI Report Builder and install it on your computer.
  3. Open Power BI Report Builder to start creating paginated reports.

Step 2: Connecting to a Data Source

Before designing a paginated report, you must establish a connection to your data source:

  1. Open Power BI Report Builder.
  2. Click on “New Report” and choose Blank Report.
  3. Go to Data Sources in the Report Data pane (on the left).
  4. Right-click Data Sources and select Add Data Source.
  5. Choose your data connection type:
    • Power BI Dataset (requires Power BI Premium)
    • SQL Server Database
    • Azure Analysis Services
    • Excel Files
    • Other Relational Databases
  6. Enter the server details and authentication credentials.
  7. Click Test Connection to ensure it works, then click OK.

Step 3: Creating a Dataset

A Dataset retrieves data from the data source and structures it for report use.

  1. Right-click Datasets in the Report Data pane and select Add Dataset.
  2. Choose Use a dataset embedded in my report or Use a shared dataset.
  3. Define a query using SQL Query Editor or use Query Designer for a visual approach.
  4. Click OK to save the dataset.

Step 4: Designing the Report Layout

  1. Add a Table or Matrix
    • Drag a Table, Matrix, or Chart from the toolbox onto the report canvas.
    • Assign fields from the dataset to table columns.
    • Format headers, rows, and cells with styling options.
  2. Add Grouping & Sorting
    • Select the table and go to Row Groups or Column Groups.
    • Define Grouping Levels (e.g., Group by Product Category, Region, etc.).
    • Set sorting rules to organize the data.
  3. Insert Report Header & Footer
    • Right-click on the report canvas and choose Insert > Header/Footer.
    • Add company logos, report titles, page numbers, or date fields.
  4. Set Page Breaks (For Multi-Page Reports)
    • Go to the Properties Pane and set Breaks after each group or section.

Step 5: Formatting and Styling the Report

  1. Adjust Fonts & Colors
    • Select table headers and apply bold or different fonts.
    • Use background colors to highlight key sections.
  2. Conditional Formatting
    • Right-click a cell, select Text Properties > Font Color, and add conditions.
    • Example: If Sales > $10,000, highlight in green; else highlight in red.
  3. Adding Parameters for Dynamic Filtering
    • Go to Parameters in the Report Data pane.
    • Define parameters (e.g., Select Date Range, Region, or Category).
    • Link parameters to dataset queries to filter reports dynamically.

Step 6: Preview and Test the Report

  1. Click on the Run Button to preview your report.
  2. Navigate through pages using the toolbar.
  3. Test parameter selections and check if data updates dynamically.

Step 7: Exporting the Report

Once the report design is finalized, it can be exported into different formats:

  1. Click on File > Save As to save the report.
  2. Select File > Export and choose one of the following formats:
    • PDF (for printable reports)
    • Excel (for further data analysis)
    • Word (for document generation)
    • CSV (for raw data extraction)
    • PowerPoint (for presentations)
  3. The report is exported and ready to be shared.

Step 8: Publishing Paginated Reports to Power BI Service

  1. In Power BI Report Builder, click File > Publish to Power BI Service.
  2. Sign in to your Power BI account.
  3. Select a Power BI Premium Workspace where you want to publish the report.
  4. Click Publish, and the report is now available in the Power BI Service.

Step 9: Scheduling Paginated Reports (Subscription)

Power BI allows you to automate report distribution via email:

  1. Go to Power BI Service and navigate to the published report.
  2. Click Subscribe and define:
    • Report recipients
    • Delivery schedule (Daily, Weekly, Monthly)
    • Format (PDF, Excel, etc.)
  3. Save the subscription, and reports will be emailed automatically.

Use Cases of Paginated Reports

  • Invoices & Billing Statements
  • Financial & Operational Reports
  • Regulatory Compliance Reports
  • Sales Performance & Forecasting
  • Production & Inventory Reports

Limitations of Paginated Reports

  • Requires Power BI Premium to publish in Power BI Service.
  • Not as interactive as standard Power BI reports.
  • Works best with structured datasets (not exploratory analysis).

Conclusion

Paginated Reports in Power BI provide structured, pixel-perfect reports for businesses needing highly formatted documents. Using Power BI Report Builder, users can design multi-page reports with tables, charts, and parameters, ensuring data is presented cleanly for printing and sharing. They are best suited for detailed, print-ready reports and can be scheduled for automatic delivery through Power BI Service.

Would you like further clarification on any step?

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