0
0
Power BIbi_tool~5 mins

Data source and dataset in Power BI - Step-by-Step Guide

Choose your learning style9 modes available
Introduction
This feature helps you connect your Power BI report to the original data location and manage the data you use in your report. It solves the problem of keeping your report data updated and organized.
When you want to connect your report to an Excel file stored on your computer.
When you need to refresh your sales data from a cloud database regularly.
When you want to combine data from multiple sources into one report.
When you want to check or change where your report gets its data from.
When you want to manage the data loaded into your report to improve performance.
Steps
Step 1: Click
- Home tab > Get data button
The Get Data window opens showing different data source options
💡 Use the search box to quickly find your data source type
Step 2: Select
- Get Data window > Choose your data source (e.g., Excel, SQL Server)
A connection window opens to select the specific file or server
💡 Make sure you have access permissions to the data source
Step 3: Browse and select
- File explorer or connection window
The data preview loads showing tables or sheets available
💡 Preview the data to confirm it is the correct source
Step 4: Click
- Load or Transform Data button
The data loads into Power BI as a dataset or opens Power Query Editor for cleaning
💡 Use Transform Data to clean or shape data before loading
Step 5: Open
- Fields pane
You see the dataset tables and fields ready for building visuals
💡 Rename tables or fields for clarity if needed
Step 6: Click
- Home tab > Refresh button
Power BI updates the dataset with the latest data from the source
💡 Schedule refreshes in Power BI Service for automatic updates
Before vs After
Before
Fields pane is empty, no data loaded, report visuals show no data
After
Fields pane shows tables and fields from the connected data source, report visuals can display data
Settings Reference
Data source settings
📍 Home tab > Transform data > Data source settings
Manage and update the connection details to your data source
Default: Current data source path
Refresh settings
📍 Home tab > Refresh dropdown
Update the dataset with the latest data from the source
Default: Manual refresh
Scheduled refresh
📍 Power BI Service > Dataset settings
Automate data updates without manual intervention
Default: No scheduled refresh
Common Mistakes
Selecting the wrong data source type
The connection will fail or load incorrect data
Confirm the data source type matches your actual data location before connecting
Not refreshing the dataset after data changes
Report shows outdated data, causing wrong insights
Click Refresh or set up scheduled refresh to keep data current
Loading too much unnecessary data
Slows down report performance and increases file size
Use Transform Data to filter and select only needed tables and columns
Summary
Data source connects your report to the original data location.
Dataset is the data loaded into Power BI for building visuals.
Keep data updated by refreshing or scheduling refreshes.
Manage connections and data load to keep reports accurate and fast.