How To Use Power BI Desktop

In my previous article, What Is Power BI Desktop, I have explained about Power BI Desktop and its functionalities. Today I am going to show you how to use this tool to create reports and dashboards.

 

I have also mentioned the link for downloading this application in the previously mentioned link. After downloading and installing this tool, open it in your personal computer. After opening this tool it will look like the below image.

 

 

 

Once you open this tool the two windows will open as shown in the above image. You can click on the (x) button of the first window or you can click in here also. If you cut this window then you will also be able to login to the second window. After logging in by any one of them your tool will be shown like the below image.

 

 

Note

You can use Power BI Desktop without logging in. Login is required if you want to publish your report, otherwise you can use all of its functionality with out login to the tool.

 

Power BI Desktop is very easy to use. It is used to ‘Load data’, ‘Transform data’, ‘Create report’ and ‘Share report’. Let's see how you can use this tool to load, transform and create reports.

 

How to Load Data in Power BI Desktop

 

To load data into power bi desktop, go to the ‘Home’ tab of this tool. Here you get the option ‘Get data’, click on it and you can see multiple sources from where you can load the data for example File, Database, Power Platform, Azure, Online Services and other.

 

 

 

You can select your source and load data. I have already written articles about loading data from ‘Excel’, ‘Text/CSV’, ‘Folder’, ‘SQL Serer database’ and ‘Web’. Below are the links of those articles:

• How To Get Data From Web Page Into Power BI
• Import Data From SQL Server Into Power BI
• Import Excel Data In Power BI
• Import Data Into Power BI From CSV
• How To Import Data From A Folder Into Power BI

How to Transform Data in Power BI Desktop

 

There are two ways to transform data in Power BI Desktop.

1. While Loading Data
   While you're loading the data into Power BI, you can see the ‘Transform Data’ Button. I am loading the data from Excel and in the below image you can see that option.
   
   
   
   If you click on it a ‘Power Query Editor’ window will open. Check the below article about that. 
   
   Use Append Queries Feature In Power BI

2. After Loading
   You can also transform the data once it loads. After loading the data your table will look like the below image.
   
   
   
   
   

After loading the data go to home tab and click on ‘Transform Data’. A new ‘Power Query Window’ will open.

 

 

 

In this power query editor you can add column, merge table etc. Check the below articles about that. 

• Removing Unnecessary Rows Using Power Query In Power BI
• Add A Custom Column In Power BI
• Add A Column from Example In Power QueryEditor
• Add Conditional Column In Power BI Using Power Query
• Add Index Column In Power BI Using Power Query Editor
• Use Append Queries Feature In Power BI

How to Create Reports in Power BI Desktop

 

To create reports, you need to select visualization. If you want to know about visuals and how to use them please check out the below article:

• Learn About Power BI Visuals

In the below image I have selected 4 different visualizations to create my report.

1. Funnel
   It shows the average salary by job designation. So, select two columns, ‘Job’ and ‘Sal’ and funnel the visuals.
   
   
   

2. Card
   I am using ‘sal’ column and card visual to show the total sum of the salary of all employees.
   
   
   

3. Stacked Column Chart
   Here I am using stacked column chart to show how many employees were hired in each year. So, I have taken count of ‘empno’ and year of ‘hiredate’.
   
   
   

4. Area Chart
   Here I am using ‘sal’ and ‘ename’ column and area chart visual to show the salary an employee makes.
   
   
   

This report has been created, now go to file tab and click on save or save as. Your .pbix file has been saved. I have saved this report as ‘Employee.pbix’.

 

How to Share Reports in Power BI

 

To share a report go to the home page and click on ‘Publish’. I have already logged in to my account. If you are not logged in then login after clicking on ‘Publish’

 

 

 

A new window will be opened. Give a name where you want to publish it, otherwise click on ‘My workspace’.

 

 

 

Log in to Power BI Services to ‘https://app.powerbi.com/’ with the same email address and you can check your report.

 

 

 

Click on your report and further click on ‘Open’. Your report will be shown.

 

 

Summary

 

This is how you can use Power BI Desktop to create and share your report. I ope you enjoyed this article and understood all of the terminology.  Thanks for reading.