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How To Export Data to Excel from Power BI

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    Discover the streamlined process of exporting data from Power BI to Excel, a common task for professionals who need to manipulate and analyze business intelligence in a familiar spreadsheet format. This guide provides you with clear, step-by-step instructions to efficiently move your reports and datasets from Power BI into Excel.

    By the end of this page, you'll understand not only the how-to but also why Sourcetable offers a more intuitive approach for exporting data than the traditional Excel method.

    Exporting Data to Excel from Power BI

    Overview of Exporting Data

    Power BI provides flexibility for users looking to export data to Excel. Users can export data directly from a dashboard or report visual. Export options include summarized data and underlying data, subject to admin and designer controls.

    Permissions and Security

    Data security is paramount in Power BI. Not all users have the ability to view or export all data. Restricted, hidden, or confidential data requires special permissions. Sensitivity labels help protect exported reports, and only authorized users can access protected files.

    Export Limitations and Considerations

    Exporting data to Excel can be subject to limitations. A maximum of 30,000 rows can be exported to a .csv file, while up to 150,000 rows can be exported to an .xlsx file. Some data may be disabled for export by an administrator or the report designer to prevent unauthorized access.

    Export Process

    To export data from Power BI to Excel, select the desired visualization, choose the export data option, and then select either summarized or underlying data. Keep in mind that exporting may be slow and the download speed varies with network bandwidth.

    Compatibility and Export Quality

    Be aware of compatibility issues, such as exporting underlying data not working with older versions of Power BI, or when tables lack unique keys. Custom visuals and R visuals are not supported for exports. Field aliases might revert to original names to avoid duplicates in Excel.

    Common Use Cases

    • excel

      Creating detailed reports for non-Power BI users

    • excel

      Performing advanced data analysis using Excels native functions

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      Archiving data visualizations and tables for compliance purposes

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      Sharing data insights with stakeholders through a familiar format

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      Integrating Power BI data with other Excel-based workflows or datasets

    Excel vs Sourcetable: Streamlining Data Management

    Discover the power of Sourcetable, a next-gen spreadsheet solution designed to aggregate data from diverse sources into a single interface, offering an edge over the traditional Excel experience. With the integration of AI, Sourcetable simplifies data handling and enhances productivity.

    Excel's robust functionality is well-known, but Sourcetable elevates spreadsheet management by enabling seamless data queries across multiple platforms. This feature positions Sourcetable as a superior choice for dynamic data analysis.

    Experience the future of spreadsheets with Sourcetable's AI copilot. Unlike Excel, Sourcetable's AI aids in formula creation and template generation, offering a streamlined, user-friendly experience that optimizes workflow efficiency.

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