Power BI is a business intelligence tool that helps analyze and visualize raw data. With Power BI, stakeholders and users can make data-driven decisions. In this guide, you’ll discover how to connect Power BI into SharePoint.
You’ll also discover the benefits of integrating Power BI into SharePoint and the best practices for SharePoint lists in Power BI.
First…
Connecting Power BI to a SharePoint List allows you to visualize and analyze list data with ease. Here’s a step-by-step guide to establish the connection:
Navigate to your SharePoint site, go to your preferred list, and copy the URL of the SharePoint List.
Launch the Power BI Desktop, and go to the Home tab.
Click on “Get Data,” and select “More…” to open the Get Data window.
Navigate to the search box, and type “SharePoint.” After that, select “SharePoint Online List,” and click the “Connect” button.
Look out for the SharePoint Online List dialog box, and paste the URL of the SharePoint List that has been copied earlier. Next, click “OK.”
You’ll be prompted to sign in with your SharePoint credentials. After signing in, select the authentication method (usually organizational account), and click “Connect.”
In the navigation window, you will see a list of all available on the SharePoint site. Choose the list you want to import into the Power BI. You can also choose multiple lists (if needed). To import the data into Power BI, click “Load.”
There are cases where you’ll have to transform the data before loading it. To do that, click “Transform Data” instead of “Load.” The Power Query Editor will open to enable you to perform multiple data transformation tasks. After making the changes, click “Close & Apply.”
To create data visualizations in Power BI, you’ll have to wait until the data is loaded. After that, you will use the fields pane to drag and drop fields into the report canvas to create tables, charts, graphs, and other visual elements.
Navigate to the File menu, and select Publish. After that, click “Publish to Power BI.” To select the workspace where you’ll want to publish the report, sign into your Power BI account.
Stage 1: Logging in to Power BI
Total Cost | Company Type | Company Name | Expertise Categories | Expertise | Cost |
Total Cost | Subcontractor | Skyline Contractors | Mechanical Installation | Plumbing & Heating | 15456 |
Total Cost | Subcontractor | Skyline Contractors | Mechanical Installation | Mechanical Work | 10159 |
Total Cost | Subcontractor | Onyx General Contractors | Mechanical Installation | Plumbing & Heating | 18045 |
Total Cost | Subcontractor | Onyx General Contractors | Mechanical Installation | Mechanical Work | 12695 |
Total Cost | Subcontractor | Living Well Remodeling | Mechanical Installation | Plumbing & Heating | 14589 |
Total Cost | Subcontractor | Living Well Remodeling | Mechanical Installation | Welding | 11456 |
Total Cost | Supplier | Power-up Builders | Raw Material | Cement | 20561 |
Total Cost | Supplier | Power-up Builders | Raw Material | Steel | 32456 |
Total Cost | Supplier | Five-star Construction | Raw Material | Bricks | 10253 |
Total Cost | Supplier | Five-star Construction | Raw Material | Timber | 9000 |
Stage 3: Add the Power BI Sankey Diagram Extension by ChartExpo
Stage 4: Draw a Sankey Diagram with ChartExpo’s Power BI extension.
Stage 5: Apply a Subscription Key or Activate the ChartExpo Trial.
Integrating Power BI into SharePoint Online offers several benefits, enhancing data accessibility, collaboration, and decision-making. Here are the key advantages:
Power BI offers interactive and visually appealing dashboards and reports. All these make it easy to analyze and understand data.
Power BI reports are embedded directly into SharePoint Online pages. That makes it easy for users to interact and view data without leaving SharePoint. There’s also the option to share dashboards and reports with team members within SharePoint. All these fosters a collaborative environment.
You can combine data from multiple SharePoint lists and other sources into a single Power BI report to provide a unified view of the data.
With real-time data and rich visualizations, stakeholders can make data-driven decisions based on up-to-date and accurate information.
Users with no technical skill can create and interact with reports. There’s also a simple drag-and-drop feature that allows users to build custom dashboards even if they don’t have advanced technical skills.
When using SharePoint Lists in Power BI, following best practices ensures smooth data integration, optimal performance, and accurate reporting. Here are some key recommendations:
The SharePoint list data has to be well-structured and clean. Your data types have to be consistent and also avoid unnecessary columns. You should also provide context for your data by including metadata and using meaningful column names.
Power BI’s query editor can be used to reduce and filter the amount of imported data. Users should only load necessary rows and columns to improve performance.
Proper permissions have to be set in SharePoint to control who can edit and view the data. You should use the Power BI’s row-level security (RLS) to manage data access within reports.
Yes, a Power BI Pro license is needed or the report has to be hosted in the Power BI Premium workspace.
Yes, Power BI works on SharePoint by embedding interactive reports and dashboards into SharePoint Online pages. This enables data visualization and collaboration directly within the SharePoint environment.
Connecting Power BI to SharePoint Online list helps in enhancing data visualization. With it, you can gain real-time insights, improve collaboration, and foster centralized data.
To get the most out of the setup, you’ll have to use a consistent layout and design across your Power BI reports. This will give it a unified feel and look. You should also consider incorporating interactive elements like filters and slicers to help users to explore data.
Furthermore, you should always follow data visualization best practices to create effective and clear reports.
Data cleaning, optimizing performance, securing data, and creating interactive, user-friendly reports are other major ways to help you get the most out of the setup.
Now you know how to connect Power BI into SharePoint, what kind of data will you be exploring using the setup?