how to export data from power bi

Daniel Parker

4 min read

·

16-01-2025

1

0

Share

Power BI is a powerful tool for data analysis and visualization, but sometimes you need to get your data out of the platform. This comprehensive guide will walk you through several methods for exporting data from Power BI, catering to different needs and data formats. Whether you need to share a report, analyze data in another program, or create a backup, we've got you covered.

Understanding Your Export Options

Before diving into specific methods, let's clarify what types of data you can export and the limitations involved. You can generally export the visualized data shown in your reports and dashboards, or the underlying data used to create them. The former provides a snapshot of your results, while the latter offers a complete dataset for further analysis.

Remember that some data sources might have limitations on how much data you can export, or the formats available.

Method 1: Exporting Data from a Visual

This is the quickest method for obtaining a subset of your data. It's ideal when you need a quick overview or a small portion of your data for presentations or quick checks.

Step-by-step Guide:

1. Open your Power BI report: Navigate to the report containing the visual you want to export.
2. Select the visual: Click on the visual (chart, table, etc.) whose data you need.
3. Right-click: Right-click within the visual.
4. Choose "Export Data": Select the "Export data" option from the context menu.
5. Select the format: Choose your preferred format (usually CSV or PDF). CSV is best for spreadsheet programs like Excel. PDF is better for static images of the data.
6. Save the file: Choose a location to save your exported file.

Method 2: Exporting Data from a Report Page

This method allows you to export all the data displayed on a single report page. It's useful when you need a consolidated view of multiple visuals on one page.

Step-by-step Guide:

1. Open your Power BI report: Locate the report page you wish to export.
2. Select the page: Ensure the desired page is active.
3. Navigate to File > Export: Click on the "File" tab in the Power BI ribbon. Then, select "Export" and choose your preferred format (usually PDF or a PowerPoint presentation). This option creates a static image of the page.

Method 3: Exporting the Underlying Dataset (Data from the model)

This is the most comprehensive method. It exports the entire dataset used in your Power BI report, allowing for complete analysis outside of Power BI. This requires a bit more technical knowledge and might be limited by data source permissions.

Step-by-step Guide:

There isn't a direct "export dataset" button within the Power BI Desktop application. The best way to access the underlying data is often dependent on how the data was initially imported.

• If your data is from a file (Excel, CSV, etc.): You can simply access and export the original file directly. The data hasn't fundamentally changed within Power BI.
• If your data is from a database: You'll need to connect to the database using a database management tool (like SQL Server Management Studio for SQL Server) and export the data directly from there. The queries used in Power BI might offer clues on which tables to export. This is more advanced and requires SQL knowledge.
• Power BI Datasets: If using a Power BI Dataset, you might be able to use Power Query to export data. Open Power Query editor and select the table(s) needed. Then use the "Close & Load To..." function and export to a file.

Note: Exporting large datasets can take time, depending on the size of your data and your internet connection speed.

Method 4: Using Power Query for More Control

Power Query (Get & Transform in older versions) offers significant flexibility for data manipulation and export. It's particularly useful if you need to transform your data before export, or export only certain parts of it.

Step-by-step Guide:

1. Open Power Query Editor: Open your Power BI Desktop file and navigate to the "Home" tab. Select "Transform data" to open the Power Query Editor.
2. Select & Transform Data: Choose the table or query you want to work with.
3. Apply Transformations (Optional): Use Power Query's features to filter, clean, and transform your data as needed. This step is optional but highly recommended for creating a cleaner, more usable export.
4. Close & Load To: Once satisfied, click "Close & Load." Choose "Close & Load To" and select the option to load the data into a file instead of the Power BI report.

Choosing the Right Export Method

The best method for exporting data from Power BI depends on your specific needs:

• Quick overview of a single visual: Export Data from a Visual (Method 1)
• Static image of a report page: Export Data from a Report Page (Method 2)
• Complete dataset for external analysis: Exporting the Underlying Dataset (Method 3) or Power Query (Method 4)

Remember to always respect data privacy regulations and obtain necessary permissions before sharing any data. By mastering these export methods, you can fully leverage the power of Power BI and share your insights effectively.