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.

Practice

1. Which option in Power BI allows you to connect directly to files stored in SharePoint Online?

easy

A. SQL Server connector

B. SharePoint Folder connector

C. Azure Blob Storage connector

D. Local File connector

Solution

1. Step 1: Identify the correct connector for SharePoint Online

   Power BI provides a specific connector called 'SharePoint Folder' to access files stored in SharePoint Online.

2. Step 2: Eliminate other connectors

   SQL Server and Azure Blob Storage connectors are for different data sources, and Local File connector is for files on your computer.

3. Final Answer:

   SharePoint Folder connector -> Option B

4. Quick Check:

   SharePoint Folder = SharePoint Folder connector [OK]

Hint: Use 'SharePoint Folder' to connect to SharePoint files quickly [OK]

Common Mistakes:

• Choosing SQL Server connector for SharePoint data
• Using Local File connector for cloud files
• Confusing Azure Blob Storage with SharePoint

2. Which of the following is the correct URL format to connect Power BI to a SharePoint document library using the Web connector?

easy

A. https://company.sharepoint.com/sites/sitename/_layouts/15/start.aspx

B. https://company.sharepoint.com/sites/sitename/documents

C. https://company.sharepoint.com/sites/sitename/_api/web/lists/getbytitle('libraryname')/items

D. https://company.sharepoint.com/sites/sitename/libraryname

Solution

1. Step 1: Understand the URL needed for Web connector

   The Web connector requires the direct URL to the SharePoint document library root folder, which looks like https://company.sharepoint.com/sites/sitename/libraryname.

2. Step 2: Analyze other URL options

   https://company.sharepoint.com/sites/sitename/_layouts/15/start.aspx is a SharePoint start page, not a document library URL. https://company.sharepoint.com/sites/sitename/_api/web/lists/getbytitle('libraryname')/items is an API endpoint, not a direct folder URL. https://company.sharepoint.com/sites/sitename/documents is incorrect because 'documents' is not the standard library name unless customized.

3. Final Answer:

   https://company.sharepoint.com/sites/sitename/libraryname -> Option D

4. Quick Check:

   Correct SharePoint library URL = https://company.sharepoint.com/sites/sitename/libraryname [OK]

Hint: Use the direct library URL without extra paths for Web connector [OK]

Common Mistakes:

• Using SharePoint homepage URL instead of library URL
• Using API URLs instead of folder URLs
• Adding extra SharePoint layout paths

3. Given this Power Query M code snippet connecting to SharePoint folder:

Source = SharePoint.Files("https://company.sharepoint.com/sites/sales", [ApiVersion = 15])
Filtered = Table.SelectRows(Source, each Text.EndsWith([Name], ".xlsx"))

What does the 'Filtered' step return?

medium

A. All files in the SharePoint site ending with .xlsx

B. Only folders in the SharePoint site

C. All files except those ending with .xlsx

D. Only files from local drive

Solution

1. Step 1: Understand SharePoint.Files function

   This function lists all files and folders in the specified SharePoint site URL.

2. Step 2: Analyze the filter condition

   The filter keeps only rows where the file name ends with '.xlsx', so it selects Excel files only.

3. Final Answer:

   All files in the SharePoint site ending with .xlsx -> Option A

4. Quick Check:

   Filter by '.xlsx' files = All files in the SharePoint site ending with .xlsx [OK]

Hint: Text.EndsWith filters file extensions easily [OK]

Common Mistakes:

• Thinking it filters folders instead of files
• Assuming it excludes .xlsx files
• Confusing SharePoint files with local files

4. You try to connect Power BI to a SharePoint folder but get an error: "Access denied". Which of the following is the most likely cause?

medium

A. You do not have permission to access the SharePoint site

B. You used the wrong SharePoint URL format

C. Power BI does not support SharePoint connections

D. Your local file path is incorrect

Solution

1. Step 1: Understand the error message

   An "Access denied" error usually means the user lacks permission to access the SharePoint site or folder.

2. Step 2: Check other options

   Wrong URL format usually causes "Not found" errors, not access denied. Power BI supports SharePoint connections. Local file path is irrelevant for SharePoint connection.

3. Final Answer:

   You do not have permission to access the SharePoint site -> Option A

4. Quick Check:

   Access denied = Permission issue = You do not have permission to access the SharePoint site [OK]

Hint: Access denied usually means permission problem [OK]

Common Mistakes:

• Assuming URL format causes access denied
• Thinking Power BI can't connect to SharePoint
• Confusing local file errors with SharePoint errors

5. You want to create a Power BI report that automatically updates when new Excel files are added to a OneDrive folder. Which approach is best?

hard

A. Connect using SharePoint Folder connector with a static file path

B. Download files manually and import them into Power BI Desktop

C. Connect using OneDrive Folder connector and enable scheduled refresh

D. Use SQL Server connector to link OneDrive files

Solution

1. Step 1: Identify the correct connector for OneDrive files

   Power BI has a OneDrive Folder connector that connects directly to OneDrive folders and supports automatic refresh.

2. Step 2: Understand refresh options

   Enabling scheduled refresh allows the report to update when new files are added. Manual download is inefficient. SQL Server connector is unrelated. SharePoint Folder connector is for SharePoint, not OneDrive.

3. Final Answer:

   Connect using OneDrive Folder connector and enable scheduled refresh -> Option C

4. Quick Check:

   OneDrive Folder + scheduled refresh = Connect using OneDrive Folder connector and enable scheduled refresh [OK]

Hint: Use OneDrive Folder connector with refresh for auto updates [OK]

Common Mistakes:

• Manually importing files instead of connecting live
• Using SharePoint connector for OneDrive data
• Trying to use SQL Server connector for cloud files