Table and matrix visuals in Power BI - Step-by-Step Guide

Introduction

Table and matrix visuals help you show data in rows and columns. They make it easy to compare numbers and see details. Use them when you want a clear, organized view of your data.

When you want to list sales data by product and region in a simple grid.

When you need to show totals and subtotals for categories and subcategories.

When you want to let users drill down from yearly to monthly sales in the same visual.

When you want to display detailed customer information alongside summary numbers.

When you want to compare values side by side with easy sorting and filtering.

Steps

Step 1: Click

- Visualizations pane

The visualizations list expands showing all available visuals

Step 2: Select

- Table visual icon

A blank table visual appears on the report canvas

Step 3: Drag

- Fields pane

The selected field appears as a column in the table visual

💡 Start with one or two fields to keep the table clear

Step 4: Select

- Matrix visual icon in Visualizations pane

A blank matrix visual appears on the report canvas

Step 5: Drag

- Fields pane

Add fields to Rows, Columns, and Values areas in the matrix visual

💡 Use Rows for categories, Columns for subcategories, and Values for numbers

Step 6: Click

- Format pane

Formatting options appear to customize the look of the table or matrix

Step 7: Adjust

- Format pane options like gridlines, text size, and subtotals

The visual updates to reflect your formatting choices

Before vs After

Before

Report canvas is empty with no visuals

After

Table visual shows sales data with columns for Product and Sales Amount; Matrix visual shows sales by Region in rows and Year in columns with totals

Settings Reference

Values

📍 Fields pane under Table or Matrix visual

Shows the numbers or measures to summarize in the visual

Default: None

Rows

📍 Fields pane under Matrix visual

Defines the row groups or categories

Default: None

Columns

📍 Fields pane under Matrix visual

Defines the column groups or subcategories

Default: None

Subtotals

📍 Format pane > Subtotals

Shows or hides subtotal rows and columns

Default: On

Gridlines

📍 Format pane > Gridlines

Shows or hides lines between rows and columns

Default: On

Common Mistakes

Adding too many fields to the table or matrix at once

This makes the visual cluttered and hard to read

Start with key fields and add more gradually while checking readability

Using matrix without setting columns for subcategories

The matrix will look like a simple table and miss the benefit of cross-tab layout

Add fields to Columns area to create a multi-dimensional view

Turning off subtotals without checking if totals are needed

Users may lose important summary information

Only turn off subtotals if you want a detailed list without summaries

Summary

Table and matrix visuals organize data in rows and columns for easy comparison.

Matrix visuals allow grouping by rows and columns with subtotals and drill-down.

Keep visuals simple by adding fields gradually and using formatting options.