August 14, 2022

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Find out how to export Microsoft Energy BI information to a Microsoft Excel file

Picture: Vadim / Adobe Inventory

For Microsoft Energy BI customers, enter Microsoft Excel information is a standard activity. As soon as in Energy BI, you analyze and report on that information. Typically you might have to export a Energy BI dataset to Excel. Maybe a colleague needs to investigate the information extra deeply, otherwise you wish to do some extra evaluation. Exporting to Excel might or might not be simple relying in your state.

On this tutorial, I’ll present you many methods to export a Microsoft Energy BI dataset to the .xlsx Excel format. We’ll begin with the simplest methodology and work with extra complicated strategies. The dialogue will embody steerage for dataset house owners and finish customers because the export expertise will likely be completely different.

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I’m utilizing Microsoft Energy BI on-line and desktop with Microsoft 365 desktop on Home windows 10 64-bit techniques; Energy BI doesn’t assist the sooner Excel .xls format. For comfort, you may observe at obtain demo .xlsx Excel.

Who can export Energy BI datasets?

Energy BI is an organizational instrument, so that you would possibly assume that anybody with a hyperlink to the dashboard can export the underlying dataset, however that’s not at all times the case. By default, Energy BI restricts primary information set exports to directors and report designers. Except the proprietor of the dataset units particular permissions to export, viewers – often known as shoppers and finish customers – can not export information through dashboards or stories.

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The report designer, the proprietor of the information set, controls how the tip person can export the information:

  • Finish customers can export abstract information.
  • Finish customers can export each abstract information and primary datasets.
  • The tip person can not export any information.

As an finish person, if you’re unable to export the information, you may request it by viewing the contact info beneath the report header, as proven in Image A.

Image A

Contact the dashboard proprietor to request information.

Click on the Contact hyperlink to open a brand new message in your electronic mail shopper. Energy BI will routinely insert a hyperlink to the proprietor’s electronic mail and report. Fill in any extra info and submit as you usually would. For those who’re fortunate, the proprietor has the information in an Excel .xlsx or .cvs file and may electronic mail or share it shortly.

Find out how to copy a desk in Energy BI calculator

In case you have Energy BI Desktop, you may create a duplicate of the report’s dataset. Simply open the report in Energy BI Desktop. On the left are three icons. Click on Knowledge, the one within the center, to see the dataset.

On the appropriate, as you may see in Determine BUT, you’ll see the Fields pane. Proper-click the desk and choose Copy Desk. Doing so copies the displayed dataset to the Clipboard. Open a clean Excel workbook and paste the information set right into a worksheet. Ship it to your colleagues.

Determine BUT

Copy the desk after which paste the information into the Excel workbook.

Find out how to export information from Energy BI stories

For those who don’t have Energy BI Desktop you’ll have to work a little bit tougher and export from stories and what you get is dependent upon particular permissions set by the designer or default Energy settings BI.

SIZE reveals two visualizations based mostly on a report named Month-to-month Gross sales Report and Space report. That report, in flip, relies on a dataset – that’s the dataset you’re monitoring.

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If the proprietor units export permissions within the Energy BI desktop when creating the report, you’ll have the ability to export the dataset. The method is straightforward, however it could not return the complete information set. To export, do the next:

  1. Hover over the cell or picture in query.
  2. You must see an ellipsis (…) within the higher proper nook. For those who don’t, click on above the picture.
  3. From the ellipsis drop-down menu, choose Export information (SIZE).
  4. Within the ensuing dialog field, choose the .xlsx format from the File Format drop-down menu (Visualization). You too can select to export a .csv file.
    1. Additionally be aware that Energy BI limits this explicit export to abstract information. This implies you may obtain visible information, however not the entire information set. In order for you the entire dataset, you may cease right here and call the proprietor. You may additionally see a sensitivity warning. Your group might have guidelines about how delicate information is dealt with.
  5. To export, click on Export.
  6. When prompted by your browser, click on Open.


Choose the Export Knowledge possibility.


Select to export to Excel or a .csv file.

The open file will likely be an Excel .xlsx file. It’s unlikely that abstract information will likely be what you’re after. Take a look at Step 4 above earlier than giving up. In case you have filtered a visible picture, Energy BI will export the outcomes of that filter. Return to the report and take away any filters.

For those who’re fortunate sufficient to get all the information, you should utilize Excel to work with it such as you would with some other information.

Find out how to set export permissions in Energy BI Desktop

As a designer, you might wish to allow export. If that’s the case, you will have Energy BI Desktop to take action.

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Click on the File menu and choose Choices and Settings. Within the window that seems, choose Choices. Within the left pane, beneath Present Information, choose Report Settings. On the appropriate, choose the suitable export setting, as proven in Determine E and click on OK.

As you may see, this report permits the tip person to obtain your entire dataset, not simply the abstract model.

Determine E

Permits finish customers to export datasets.

As soon as permissions are set to permit information set export, shoppers will see choices beneath Determine F. Be aware that this time, the Export Knowledge choices that enable shoppers to obtain the underlying dataset proven in WOOD Determine.

Determine F

With the appropriate permissions, shoppers can obtain the underlying dataset.

WOOD Determine

Energy BI downloads the information set within the Microsoft Excel .xlsx format to the native system.

Find out how to export from the Energy BI console

The Energy BI dashboard is the ultimate product the designer needs the tip person to see. Exporting from dashboard is much like the above course of for stories however until permission permits export you’ll get nothing.

The drop-down ellipse may have extra choices, and the checklist might restrict you to solely exporting as a csv file. For those who can obtain the .csv file, you may open it in Excel by clicking the Knowledge tab. Within the Get & Remodel Knowledge group, click on Get Knowledge. Then choose From File and at last From Textual content/CSV.

Exporting a Energy BI information set

Whether or not you may obtain a whole dataset from a report or dashboard is dependent upon your relationship to the information and the export permissions set by the proprietor. If you’re the proprietor and you’ve got Energy BI Desktop, your export activity may be very easy. If you’re a shopper and the designer didn’t set export permissions for the dataset, you could contact the designer to acquire the dataset.