SharePoint and OneDrive sources in Power BI - Step-by-Step Guide

Introduction

This feature helps you connect Power BI to files stored in SharePoint or OneDrive. It solves the problem of accessing and refreshing data directly from cloud storage without manual downloads.

When your team stores Excel or CSV files on SharePoint and you want to build reports from them.

When you want your Power BI report to update automatically when files on OneDrive change.

When you need to combine data from multiple files saved in SharePoint folders.

When you want to avoid copying files locally and keep data centralized in the cloud.

When you want to share reports with colleagues who also use SharePoint or OneDrive.

Steps

Step 1: Click

- Home tab > Get data > More

The Get Data window opens showing all data source options

Step 2: Select

- Online Services category > SharePoint Folder or OneDrive

The connection dialog for SharePoint or OneDrive appears

Step 3: Enter

- URL field in the connection dialog

Power BI validates the URL and shows available files or folders

Step 4: Select

- The desired file or folder from the list

The Navigator pane shows a preview of the data inside the file

Step 5: Click

- Load or Transform Data button

Data loads into Power BI or opens in Power Query Editor for cleaning

Step 6: Save

- Power BI Desktop file

Your report is connected to the SharePoint or OneDrive source for refresh

Before vs After

Before

Power BI report uses static data copied from local files, requiring manual updates

After

Power BI report connects directly to SharePoint or OneDrive files and refreshes automatically

Settings Reference

Authentication Method

📍 Connection dialog when connecting to SharePoint or OneDrive

To securely access files using your work or school account

Default: Organizational account

Refresh Frequency

📍 Power BI Service > Dataset settings

To control how often Power BI updates data from SharePoint or OneDrive

Default: Manual

File Path URL

📍 Connection dialog URL field

To specify the exact location of the file or folder to connect

Default: None

Common Mistakes

Using the file download link URL instead of the SharePoint site or folder URL

Power BI cannot access the file properly if the URL is not the folder or site path

Use the SharePoint site URL or folder URL that contains the file, not the direct download link

Selecting Anonymous authentication for SharePoint Online sources

SharePoint Online requires organizational account authentication for access

Choose Organizational account and sign in with your work or school credentials

Not setting up scheduled refresh in Power BI Service after publishing

Data will not update automatically without refresh settings

Configure scheduled refresh in Power BI Service to keep data current

Summary

Power BI can connect directly to files stored in SharePoint and OneDrive for easy data access.

Use the correct SharePoint site or folder URL and organizational account authentication.

Set up scheduled refresh in Power BI Service to keep your reports updated automatically.