SharePoint and OneDrive sources in Power BI - Cheat Sheet & Quick Revision

Recall & Review

beginner

What is the main difference between SharePoint and OneDrive when used as data sources in Power BI?

SharePoint is designed for team collaboration and stores files in shared sites, while OneDrive is primarily for individual file storage. In Power BI, SharePoint sources often connect to document libraries, whereas OneDrive connects to personal files.

beginner

How do you connect Power BI to a SharePoint document library?

You use the 'SharePoint Folder' connector in Power BI and provide the URL of the SharePoint site. Power BI then lists all files in the document library for you to select and load.

intermediate

Why is it important to use the correct URL format when connecting to SharePoint or OneDrive in Power BI?

Using the correct URL ensures Power BI can authenticate and locate the files properly. For SharePoint, you typically use the site URL without the file path. For OneDrive, you use the root URL of your OneDrive folder.

beginner

What authentication methods are commonly used when connecting Power BI to SharePoint and OneDrive?

Power BI commonly uses OAuth2 authentication for SharePoint and OneDrive connections, allowing secure access with your Microsoft account credentials.

intermediate

Can Power BI refresh data automatically from SharePoint and OneDrive sources? How?

Yes, Power BI can refresh data automatically if the dataset is published to the Power BI Service and the data source credentials are set up correctly. Scheduled refreshes keep reports up to date with changes in SharePoint or OneDrive files.

Which Power BI connector is used to connect to a SharePoint document library?

A SharePoint Folder

B Web

C Excel

D SQL Server

The 'SharePoint Folder' connector is designed to connect to SharePoint document libraries and list all files.

What type of files can you load from OneDrive into Power BI?

A Only Excel files

B Only Power BI files

C Any supported file type like Excel, CSV, or JSON

D Only PDF files

Power BI supports loading many file types from OneDrive, including Excel, CSV, and JSON files.

When connecting to SharePoint in Power BI, which URL should you use?

A The full file path URL

B Any URL from the internet

C The OneDrive root URL

D The SharePoint site URL without file path

You should use the SharePoint site URL without the file path to connect properly.

What authentication method does Power BI use to access SharePoint and OneDrive data?

A OAuth2

B Anonymous access

C Basic authentication

D API key

Power BI uses OAuth2 for secure authentication with Microsoft services like SharePoint and OneDrive.

How can you keep your Power BI reports updated with changes in SharePoint files?

A Manually refresh only

B Use scheduled refresh in Power BI Service

C Re-import files every time

D Power BI cannot refresh SharePoint data

Scheduled refresh in Power BI Service allows automatic updates from SharePoint data sources.

Explain how to connect Power BI to a SharePoint document library and why the URL format matters.

Think about how Power BI finds files in SharePoint.

Describe the difference between SharePoint and OneDrive as data sources in Power BI.

Consider who uses the files and how they are stored.

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