How To Create Power BI Report From SharePoint List

Creating a Power BI report from a SharePoint list is a powerful way to leverage your data for analysis and visualization. With a step-by-step guide, you can easily transform your SharePoint list into a comprehensive Power BI report. Follow these straightforward steps:

  1. Open Power BI Desktop and select Get data > More.
  2. Choose Online Services and then select SharePoint Online List.
  3. Paste the address of your SharePoint Online site into the Site URL field and select OK.
  4. Sign in to your Microsoft 365 account if prompted.
  5. In the Navigator dialog box, select the SharePoint list you want to connect to and select Load.
  6. Once the data is loaded, select the Data icon on the left side of the Power BI Desktop screen to view the loaded SharePoint list data.
  7. Make sure the columns with numbers show the Sum or Sigma icon in the Data pane on the right. If not, change the data type to Decimal Number or Whole Number.
  8. Select the Report icon on the left side of the Power BI Desktop screen.
  9. Choose the columns you want to visualize by selecting the checkboxes beside them in the Fields pane on the right.
  10. Change the visual type if needed, and create multiple visualizations by selecting checkboxes for other columns.
  11. Save the report.

You can also create a report quickly from a SharePoint list directly in the Power BI service. In SharePoint, select Integrate > Power BI > Visualize the list or visualize the library. A new browser tab will open with an automatically generated report. You can add or remove fields from the report and share it with others on your team.

Additionally, you can create a Power BI dataset directly from a SharePoint list. Open your SharePoint list and select Export > Export to Power BI. Choose a name and destination workspace for the dataset, and review the data before continuing. The dataset will be created, and you can perform various actions on it, such as refreshing the data and creating reports.

Please note that there are considerations and limitations when using these methods, such as data format restrictions and the need for Power BI Pro licenses. It’s also important to review and authenticate the SharePoint connection credentials appropriately.

Overall, these steps and methods allow you to transform your SharePoint list data into Power BI reports for better visualization and analysis.

Methods for Creating Power BI Reports from SharePoint List

There are multiple methods available to create Power BI reports from a SharePoint list, depending on your preferences and requirements. Let’s explore these methods in detail.

To start, you can use Power BI Desktop to connect to your SharePoint list. Open Power BI Desktop and select Get data > More. Choose Online Services and then select SharePoint Online List. Paste the address of your SharePoint Online site into the Site URL field and sign in to your Microsoft 365 account if prompted. Select the SharePoint list you want to connect to, and once the data is loaded, you can view it in the Data icon on the left side of the Power BI Desktop screen. From there, you can select the columns you want to visualize, change the visual type if needed, and save the report.

If you prefer a quicker method, you can create a report directly in the Power BI service from your SharePoint list. In SharePoint, select Integrate > Power BI > Visualize the list or visualize the library. This will open a new browser tab with an automatically generated report. You can customize the report by adding or removing fields and easily share it with others on your team.

Another option is to create a Power BI dataset directly from your SharePoint list. Open your SharePoint list and select Export > Export to Power BI. Choose a name and destination workspace for the dataset, review the data, and continue. The dataset will be created, and you can perform various actions on it, such as refreshing the data and creating reports.

It’s important to note that these methods come with considerations and limitations. For instance, there may be data format restrictions, and you may need Power BI Pro licenses. Additionally, it’s crucial to review and authenticate the SharePoint connection credentials appropriately to ensure secure access to your data.

In summary, these methods offer you the flexibility to transform your SharePoint list data into Power BI reports for enhanced visualization and analysis. Choose the method that suits your needs and get started on creating impactful reports today!

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.