How to Export from Power BI to Excel

How to Export from Power BI to Excel – An Overview of Methods

Whenever we talk about data tools we always joke about the time-to-Excel. It stands for the amount of time a user will be in the tool before they choose to export to a more familiar software like Excel to customize the data exactly the way they want. This happens more often than many would like to admit, and it’s hardly something to be shy about. If you’re wondering how to export from Power BI to Excel we’ve got a handy chart for you to compare the available methods. Below, I explain how to get from different parts of the Power BI ecosystem back to Excel when preferred.

Power BI, as a tool, is primarily meant for data exploration and analysis within the tool – that is, Power BI Desktop, the Power BI Service (powerbi.com), or other parts of the Power BI ecosystem. Exporting for further analysis is not the primary goal of the platform.

Luckily for those who would much rather work with the familiar worksheet view, there are ways to manipulate data from Power BI in Excel. I’ve listed them below in order from the easiest and most complete to the most difficult and least complete.

Exporting from Power BI to Excel

MethodRequirementsOutput FormatRow LimitOther LimitationsPremium/
Embedded
Pro
Connect to Data Mart/Warehouse Directly
(No Power BI)
View Access to Data Mart/WarehouseAny (as allowed by tool)NoneNoneNoNo
Export from Paginated Reports (Desktop)Paginated Report Builder, View Access to Data Source or Build Permission to Shared PBI DatasetCSV, Excel, Word, PowerPoint, PDF, XML, MHTMLNoneNoneNoNo
Export using DAX StudioView Access to Data Mart/WarehouseCSV, SQL ServerNoneLocal HardwareNoNo
Connect to Data Mart/Warehouse with Excel Power QueryView Access to Data Mart/WarehouseExcelExcel – 1,048,576None*NoNo
Analyze in Excel from Power BI ServiceView Access to Workspace or AppExcelExcel – 1,048,576NoneNoMaybe*
Export from Paginated Reports (Published to Service)View Access to Workspace or AppCSV, Excel, Word, PowerPoint, PDF, XML, MHTMLNoneUnable to change table structure from how report was builtYesMaybe*
Copy from Power BI Desktop Data View (Table View) to ExcelPower BI Desktop, View Access to Data Source or Build Permission to Share PBI DatasetExcelExcel – 1,048,576Local HardwareNoNo
Export from Power BI Service VisualView Access to Workspace or AppExcel or CSVExcel – 150k
CSV – 30k
Limited by Visual Summarization*NoMaybe*
Export from Power BI Desktop VisualPower BI Desktop, View Access to Data Source or Build Permission to Share PBI DatasetExcelExcel – 30kLimited by Visual SummarizationNoMaybe*

*Please note that the values above are for Import reports. DirectQuery reports have slightly different export limits when limited.

Further Reading:

Excel Power Query Limitations – https://support.office.com/en-us/article/power-query-specifications-and-limits-5fb2807c-1b16-4257-aa5b-6793f051a9f4

Paginated Report Limitations – https://docs.microsoft.com/en-us/power-bi/paginated-reports/paginated-reports-report-builder-power-bi#limitations-and-considerations

Paginated Report FAQs – https://docs.microsoft.com/en-us/power-bi/paginated-reports/paginated-reports-faq

Helpful Links:

Power BI Desktop Download: https://www.microsoft.com/en-us/download/details.aspx?id=58494

Power BI Paginated Report Download: https://www.microsoft.com/en-us/download/details.aspx?id=58158

Excel Power Query Download: https://www.microsoft.com/en-us/download/details.aspx?id=39379

 

0 replies

Leave a Reply

Want to join the discussion?
Feel free to contribute!

Leave a Reply

Your email address will not be published. Required fields are marked *