Exporting Reports
Power BI allows you to export reports and data in multiple formats for offline use, presentations, and further analysis.
Export Formats
| Format | Best For | How to Export |
|---|---|---|
| Sharing static snapshots, printing | File → Export → PDF | |
| PowerPoint | Presentations, meetings | File → Export → PowerPoint |
| Excel | Further data analysis | Visual → ••• → Export data |
| CSV | Raw data for other tools | Visual → ••• → Export data → CSV |
| Image (PNG) | Embedding in documents/emails | Visual → ••• → Copy visual as image |
Exporting to PDF
Steps:
- Open report in Power BI Service
- Click File → Export to PDF
- Choose which pages to export (current page or all pages)
- The PDF generates and downloads automatically
What's Included: • All visible visuals on the page • Current filter/slicer state (exports what you see) • Report title and page names
Limitations: • Interactive features are lost (no clicking, filtering) • Custom visuals may not render perfectly • Maximum 50 pages per export
Exporting to PowerPoint
Steps:
- Open report → File → Export to PowerPoint
- Choose: Export with current values or Export with default values
- Each report page becomes a PowerPoint slide
- Visuals are embedded as static images
PowerPoint Live (Alternative): • In PowerPoint → Insert → Power BI → Paste report URL • Shows a live, interactive Power BI report inside PowerPoint • Viewers can interact with slicers and filters during the presentation
Exporting Data to Excel/CSV
From a Visual:
- Click on a visual → Click ••• (More options)
- Select Export data
- Choose format: Summarized data or Underlying data
- Select file type: .xlsx or .csv
- Click Export
| Option | Description |
|---|---|
| Summarized Data | The aggregated data shown in the visual |
| Underlying Data | All rows behind the visual (before aggregation) |
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Data Alerts
Data alerts notify you when a data value crosses a threshold you define. Available for Cards, Gauges, and KPIs on dashboards.
Setting Up a Data Alert:
- Pin a Card/Gauge/KPI visual to a dashboard
- On the dashboard, click ••• on the tile → Manage alerts
- Click + Add alert rule
- Configure:
- Condition: Above, Below, or specific value
- Threshold: The value that triggers the alert
- Frequency: At most once an hour, once a day, etc.
- Click Save and close
Alert Notifications: • Email notification sent to you • Notification in the Power BI notification center (bell icon 🔔) • Optional: Trigger a Power Automate flow for advanced actions
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Subscriptions
Subscriptions automatically send report snapshots via email on a schedule.
Setting Up a Subscription:
- Open a report or dashboard in Power BI Service
- Click Subscribe (or File → Subscribe)
- Configure:
- Recipients: Yourself and/or others
- Subject: Email subject line
- Frequency: Daily, Weekly, After data refresh
- Start/End date: When the subscription is active
- Pages: Which report pages to include
- Click Save and close
Key Points: • Subscriptions send a static snapshot (image) of the report • Recipients see data based on their RLS permissions • Maximum 24 subscriptions per report/dashboard • Subscriptions pause after 2 months of inactivity
Best Practices
• Use PDF export for formal distribution and archiving • Use PowerPoint Live for interactive presentations • Set data alerts for critical KPIs (revenue thresholds, inventory levels) • Use subscriptions for regular stakeholder updates • Be cautious with Export data — ensure RLS is applied before allowing data exports